Administration Manager

About us:

Legend Holding Group is a diversified enterprise headquartered in Dubai, operating across the Middle east and African region. With a strong focus on sustainability and innovation, the group manages a growing portfolio of companies in automotive, trading, energy, Travel and Tourism and mobility services.

Rooted in Loyalty, Excellence, and Progress, we lead with innovation and technology to seamlessly connect the physical and digital worlds.

Our goal is to become a leader in intelligent, data-driven solutions because Together We Grow.

Job Overview

The Group Administrative Head plays a critical leadership role in ensuring the smooth and efficient operation of administrative functions across the entire organization. Tasked with aligning administrative strategies to the group’s overarching business objectives, this role focuses on driving operational excellence, cost efficiency, and continuous improvement.

Key areas of responsibility include setting and implementing group-wide administrative policies, managing daily office operations, and overseeing facilities and assets to maintain safe, productive, and well-equipped workplaces. The role also covers vendor and contract management, budget control, corporate travel and logistics, and organizing high-level meetings and events.

Key Responsibilities

The Group Administrative Head is responsible for overseeing and optimizing the administrative functions across the entire organization to ensure operational excellence and support strategic goals. Key duties include:

• Strategic Administrative Leadership: Develop and implement efficient administrative policies, procedures, and systems aligned with the group's overall strategy.
• Office Operations Management: Oversee daily operations of all group offices/facilities, ensuring smooth workflows, resource availability, and a productive work environment.
• Facilities & Asset Management: Manage physical office spaces (leases, maintenance, security, safety, renovations) and oversee group assets (equipment, supplies, inventory).
• Vendor & Contract Management: Negotiate, manage, and evaluate contracts with service providers (e.g., IT support, cleaning, catering, travel agencies, office suppliers).
• Budgeting & Cost Control: Develop and manage the group-wide administrative budget, monitor expenditures, and identify cost-saving opportunities.
• Travel & Logistics Coordination: Oversee corporate travel policies and manage complex travel arrangements, accommodations, and logistics for executives and staff.
• Event & Meeting Management: Plan, coordinate, and execute high-level corporate events, meetings, conferences, and board meetings.
• Executive Support Coordination: Oversee the provision of high-level administrative support to senior executives/C-suite (may include managing executive assistants).
• Compliance & Record Keeping: Ensure administrative activities comply with relevant laws, regulations, and internal policies. Oversee efficient records management (physical and digital).
• Team Leadership & Development: Lead, mentor, and develop the administrative support staff across the group, fostering a collaborative and high-performing team culture.
• Cross-Departmental Collaboration: Serve as a central point of contact, facilitating communication and coordination between departments and group entities on administrative matters.
• Process Improvement: Continuously identify and implement improvements to administrative processes and systems to enhance efficiency and service quality.

Requirements

• Bachelor’s degree in Business Administration, Management, or a related field (Master’s degree or MBA preferred).
• Minimum of 10 years of progressive experience in administrative management or corporate services, with at least 5 years in a leadership or group-wide/head office role.
• Familiarity with procurement, contract negotiation, and vendor management.
• Competence in travel management systems, office productivity tools, and digital record-keeping solutions.
• Strong leadership and people management skills with the ability to inspire, develop, and lead cross-functional teams.
• Excellent organizational, problem-solving, and decision-making abilities.
• Strategic thinker with a proactive approach to process improvement and operational efficiency.
• Strong sense of accountability, confidentiality, and professionalism.
• Flexible and adaptable to work across diverse functions and handle dynamic organizational needs.