Administration & Office Supervisor

INTRODUCTION:

elseco is a high technology specialty insurance underwriting agency and Lloyd’s Coverholder.

elseco underwrites on behalf of circa 50 insurance and reinsurance companies including Lloyd’s syndicates. elseco is headquartered in the Dubai International Financial Centre (Dubai, UAE) and is regulated by the Dubai Financial Services Authority. The company employs around 120 professionals with regulated offices in London and Washington DC.

The company was founded two decades ago launching Space insurance and has since diversified into Aviation, Accident & Health and Energy insurance.

At the cornerstone of elseco’s latest evolution is the technology “Platform” development namely “ATOM”. It sits at the very core of the company and is seen as business critical to the company’s future success and growth plans.

JOB PURPOSE:

The Administration & Office Supervisor will ensure smooth office operations by overseeing facilities, vendor coordination, and workplace services while maintaining a professional and welcoming environment for staff and visitors. The role will also provide comprehensive administrative support to senior leadership as needed (travel coordination, and follow-ups on key activities and events etc.).

In addition, the incumbent will support in managing the company’s engagement initiatives, organisation of internal events, while taking on additional responsibilities as business needs evolve.

RESPONSIBILITIES :

• Provide administration support across a wide range of office and admin tasks.
• Monitor and update company expenses through the daily use of an excel spreadsheet and support in building the yearly budget for the admin/ office expenses.
• Support in sending company communications.
• Ensure that the elseco Admin file is updated and well-maintained.
• Handle visa and non-sponsored card applications, renewals, and cancellations for employees and maintain DIFC Portal.
• Coordinate and assist on engagement activities, learning & development trainings, and company events.
• Greet staff and visitors upon arrival to the office, ensuring a professional and welcoming environment.
• Maintain an organized and well-stocked office (elseco and ATOM), replenishing supplies (fruits, coffee, water, pantry supplies) for employees and visitors.
• Coordinate and support Leadership Team with visitor arrangements, ensuring meeting rooms are prepared and refreshments are provided.
• Answer the company mainline phone and dispatch messages to the concern person.
• Prepare travel arrangements for Leadership Team.
• Coordinate with IT & Building Management (CPT & Gate Avenue) on office access for new joiners, leavers etc.
• Oversee office facilities including arranging pick up of office keys and access card, maintenance, cleaning, plant, fire contracts, and handle emergencies by engaging contractors.
• Conduct vendor comparisons, outreach, and negotiations for specific services including hotel bookings, corporate events etc.
• Arrange and coordinate for office permits for deliveries, parking access, coffee machine servicing, carpet cleaning, water supply, and other office-related needs (for elseco & ATOM).
• Ordering corporate merchandise including water bottles, business cards, ID Card holders, Office Access cards etc.
• Manage loyalty/reward programs (e.g., Business Skywards) for staff.
• Perform other ad-hoc administration, and communications tasks as required by the Head of HR or the Leadership Team.

KNOWLEDGE AND SKILLS:

• University Degree required.
• Excel, Word and PowerPoint proficiency.
• Position Dubai based, so requirement to live in Dubai.
• 6-8 years of Office coordination experience and a proven track record of high professionalism, and ability to get jobs done efficiently.
• Excellent communication skills, written and verbal English, highly presentable and smart manners.
• Meticulous, hardworking ethic, attention to detail, positive can-do attitude, displaying strong mental agility.
• Good negotiation skills
• Professional approach, self-motivated and takes initiatives to find solutions.
• Develop and maintain excellent relationship with all elseco staff.
• Ability to learn and understand new technologies.