Pearson B2 - Office Administrator in Dubai, United Arab Emirates

B2 - Office Administrator

Description

At Pearson, we’re committed to a world that’s always learning and to our talented team who makes it all possible. From bringing lectures vividly to life to turning textbooks into laptop lessons, we are always re-examining the way people learn best, whether it’s one child in our own backyard or an education community across the globe.We are bold thinkers and standout innovators who motivate each other to explore new frontiers in an environment that supports and inspires us to always be better. By pushing the boundaries of technology — and each other to surpass these boundaries — we create seeds of learning that become the catalyst for the world’s innovations, personal and global, large and small.

The officeadministrator ensures smooth running of Pearson’s Dubai office and contributesin driving sustainable growth. Acts as the first point of contact for visitorsand callers and undertakes various administrative tasks ensuring structure.Ensures the rest of the staff has adequate support to work efficiently.

KEY DUTIES &RESPONSIBILITIES

Office

  • Coordinate office activities andoperations to secure efficiency and compliance to company policies.

  • Maintain records by defining proceduresfor retention, protection, retrieval, transfer and disposal of records.

  • Open office in the morning and switchoff front office monitors in the evening.

  • Switch on all lights and check cleanlinessof the interior, sort record of any poor level of cleanliness or anymaintenance issues and take necessary steps/action to remedy.

  • Ensure that the kitchen is well stockedwith milk, sugar, tea and coffee etc.

  • Enhance department reputation byaccepting ownership for accomplishing new and different requests.

Office Spend andMonitoring

  • Manage office spending against budget,analyse variances, and suggest corrective actions.

  • Reports quarterly spend and YTD spend.

Reception

  • Greet and welcome visitors to theoffice, ensuring they sign in the visitor’s book and informing the relevantmember of staff of their arrival.

  • Monitor and ensure that the receptionarea is kept tidy and projects a business-like image.

  • Maintain record of staff and visitorssign in and out of the office.

  • Process and deliver internal andexternal mail daily; check that costs are charged to the appropriate costcentre.

Transportation

  • On receipt of the appropriate request,book couriers and taxis on behalf of management members and guests.

  • Process invoices to ensure costs areallocated to the relevant departments and cost centres

Staff

  • Manage the ME staff distribution listand update periodically.

  • Post announcements on NEO page.

  • Help and guide staff to properprocedures and office protocol.

Office Facilitiesand Supplies

  • Supervise 3rdparty staffand allotting responsibilities to ensure performance.

  • Maintain facilities by planning spaceallocations, arranges for and supervision of office maintenance.

  • Maintain 3rd party services byidentifying, selecting, and monitoring vendors.

  • Manage price negotiations with officevendors and service providers.

  • Monitor and provide office supplies (stationery& kitchen supplies) for staff and maintain adequate stock; task includesordering new supplies, identifying new suppliers and obtaining the best pricefor office.

  • Provide administrative and generalsupport to the Office Manager and other executive management members.

  • Manage the company assets of the Dubaioffice by tracking assets registry and ensuring accuracy of inventoryrecording.

  • Maintain office equipment by planningequipment procurement and maintenance in advance; evaluate products, service,and warranties.

  • Process expenses for some SMT members includingvalidating and obtaining authorisation for payment.

  • Liaise with IT local service supportfor computer and office equipment maintenance.

  • Coordinate with IT Helpdesk for anynetwork troubleshooting

  • Coordinate with building management forany required office repairs and maintenance.

Travel

  • Process travel requests for some SMTmembers and Pearson guests and obtaining approval prior to execution.

Meetings and EventsManagement

  • Provide logistical support to meetingsheld in the Board Room, to include preparation of meeting and conference roomsand assist in arrangements for catering requirements.

Health & Safety

  • Accomplish H&S results bycommunicating and coordinating requirements; expediting fulfilment, maintainingand documenting the routine of various office inspections, and implementingcorrective actions.

  • Induct new staff and labour workers inoffice procedures, Fire Safety and H&S.

  • Work closely withthe Health and Safety Coordinator to ensure that all H&S measures are incompliance

  • Be the FireWarden for the Dubai office (separate JD attached)

  • Report any officehazards to HSC and act immediately when necessary to prevent further risks.

  • Responsible for retaining all H&Sprovisions in the event of a fire and/or any other emergency requiring staff toevacuate the building.

  • Conduct monthlyfire safety inspections.

  • Conduct bi-weeklyoffice hazard inspection.

Qualifications

Skills and Competencies

  • Previousexperience of office administration.

  • Competent inprioritizing and working with little supervision.

  • Self-motivated,trustworthy, decent, imaginative, brave, and accepts accountability for ownactions.

  • Excellent verbalcommunication skills with good telephone manners.

  • Outstanding businesscommunication and interpersonal abilities.

  • Excellent teamplayer.

  • Ability to workon own initiative and take responsibility where necessary and to work as partof a team.

  • Strongorganizational skills that reflect ability to perform and prioritize multipletasks seamlessly with excellent attention to details.

  • Ability to handlelast minute changes.

  • Working acrossdifferent time zones and working with different approaches and styles ofworking.

  • Well-developedkeyboard and computer skills with an advanced working knowledge of MicrosoftOffice, internet and email applications.

  • Ability to workto a high standard (and while under pressure).

  • Commitment toPearson’s aims and values.

Education,Qualifications & Training

Essential:

  • College Diploma or Degree

Desirable:

  • N/A

PreviousExperience

Essential:

  • At least 3 years’experience as office administrator

  • Proficient in generalaccounting and budgeting.

Desirable:

  • Experience in working ina multi-cultural and corporate environment.

IT Literacy

Essential:

  • Proficient in all Microsoft packages includingWord, PowerPoint and Excel

Primary Location: AE-AE-Dubai

Work Locations: AE-Dubai-Al Sofouh 305 Al Sofouh 305 Tecom 3rd Floor Dubai

Job: Office Support

Organization: Growth

Employee Status: Regular Employee

Job Type: Standard

Shift: Day Job

Job Posting: Apr 14, 2017