Job Description

About the job [OliOli Dubai] Admin Assistant
Position: Admin Assistant
Location: Dubai, UAE
Executive Summary
Join an amazing group of people at OliOli and help their mission to deliver exciting, joyful, differentiated, world-class, and incredibly fun experiences to children that nurture their innate sense of curiosity and exploration.
OliOli (means joy in the Hawaiian language) is a multiple award-winning contemporary childrens museum that opened to rave reviews in 2017. Founded by a group of parents who are passionate about open-ended non-judgmental play, OliOli entails 8 interactive galleries comprising over 45 hands-on exhibits.
The awesome team at OliOli comes from over 10 countries including United States, Scotland, Switzerland, Colombia, India, Philippines, South Africa, Saudi Arabia, Pakistan, Latvia, and Jordan. Find out more information about OliOli @ or .
Position Overview
The Admin Assistant will provide comprehensive administrative support across multiple functions, including HR administration, procurement, cafe & inventory, corporate affairs and office.
Principal Accountabilities:
HR Administration:

• Assist in processing paperwork related to benefits, onboarding, offboarding and other employee transactions.
• Employee Records Compliance: maintain and update employee records, liaise with external PRO office to ensure that all employee documentation meets regulatory standards
• Insurance coordination: liaise with insurance provider to manage member additions, deletions, and any other insurance-related matters
• HRMS and Payroll support: assisting with time sheet management, attendance tracking and ensuring accuracy in HRMS and payroll processing

Procurement Support:

• Support the Facilities Manager in procuring a wide variety of high-quality and cost-efficient products, materials and services
• Vendor Relations: review vendor contracts, create and maintain strong and effective relationships with vendors/suppliers, negotiate prices, ensure timely deliveries and quality standard
• Procurement Planning: develop purchasing plans for equipment, services, and supplies
• Maintain updated contact list of vendors and suppliers, their qualifications, delivery times, and potential future development
• Maintain records of purchases, pricing, and other important data

Inventory & Cafe Administration:

• Assist in maintaining accurate inventory records, tracking stock levels, and placing orders when necessary to ensure products and supplies are readily available.
• Order and manage office supplies, ensuring all necessary materials are readily available, efficiently organized and stored

Corporate Administration & Office Support:

• Provide administrative support to the Finance Supervisor on a wide variety of tasks, including documentation management
• Assist with petty cash management, expense tracking and invoice processing
• Contract Renewals: keep track of contracts, licenses and certificate renewals for the company
• Assist with meeting scheduling and internal communications
• IT Coordination: oversee the office IT environment and liaise with external IT service provider as required
• Event and Project support: work with colleagues across all departments to proactively contribute to the success of internal and external events, programs and special projects and activities that contribute to the achievement of OliOli objectives

Knowledge, Skills and Experience:

• Self-starter and self-motivated, with a proactive approach who thrives working in a team-oriented and collaborative environment
• Strong organizational skills with the ability to multitask, prioritize, and manage time efficiently
• Excellent communication and interpersonal skills.
• Lots of positive energy; respectful of diversity; patient and empathetic; friendly; courteous

• High level of accuracy & attention to detail.

• Ability to handle sensitive and confidential information with discretion.
• Ability to work well with management and staff at all levels.

Qualifications:

• Bachelors degree in business administration, Finance, HR, or a related field.
• Proven experience in administrative support, ideally in a multi-functional role
• Experience in procurement, inventory management or corporate affairs is a plus

• Familiarity with Procurement systems and software

• Familiarity with UAE MOHRE & Visa processes

• Familiarity with Human Resources Information Systems (HRIS)

• Tech-savvy with advanced experience with Microsoft 365 tools and features
• Knowledge of HR systems, procurement platforms, or inventory management software would be an advantage

Reporting to: Finance Manager