Job Details of Admin Assistant

Full job description

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.

Position Overview

The Admin Assistant will provide comprehensive administrative support across multiple functions, including HR administration, procurement, café & 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 & Café 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

Job Types: Full-time, Permanent