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Front Office and Admin Assistant
About Azentio:
Azentio Software incorporated in 2020 at Singapore, has been carved out of 3i Infotech, Candela Labs, Beyontec Technologies and Path Solutions. Azentio Software provides mission critical, vertical-specific software products for customers in banking, financial services and insurance verticals and includes key products such as KASTLE™ (Universal Lending), AMLOCK™ (Anti-Money Laundering & Compliance software suite), PREMIA™ Astra (Core Insurance software), ORION™ (Enterprise Resource Planning software) and MFUND Plus™ (Asset Management platform). Azentio has over 800 customers in more than 60 countries, with a team of over 2,300 employees across offices in 12 countries (and growing) globally and is wholly owned by Funds advised by Apax Partners.
Azentio offers a comprehensive range of products – serving core operations to modern digital needs – for the financial services industry. Our deep domain knowledge and solutions in financial services extend across insurance, retail and corporate lending, Islamic Banking, anti-money laundering and asset management. In addition, Azentio proudly serves mid-market enterprises across the Middle East, Africa, Asia Pacific, and India with a comprehensive ERP solution.
At Azentio, we believe that growth is a continuous journey. We believe that each step of this journey must be taken by committing to excellence - excellence in our products, our services, our ideas, and our people.
Job Title: Front Office and Admin Assistant
Location: Dubai, UAE
Job Summary
We are seeking a highly organized and proactive Front Office and Admin Assistant to oversee end-to-end facility operations and corporate travel management. The role is responsible for ensuring a safe, well-maintained, and efficient workplace, while also managing seamless business travel arrangements for employees. This position requires strong coordination, vendor management, communication, and problem-solving skills, along with the ability to operate in a fast-paced, service-oriented environment.
Key Responsibilities
Facility Operations & Administration
- Oversee day-to-day facility operations, ensuring smooth functioning of essential services including housekeeping, security, cafeteria, and office administration.
- Manage office supplies, inventory, seating allocation, and general workplace requirements.
Maintenance & Infrastructure Management
- Coordinate, schedule, and monitor routine maintenance, repairs, and inspections of building systems (HVAC, electrical, plumbing, fire & safety, etc.).
- Develop and implement preventive maintenance plans to minimize downtime and service interruptions.
Vendor & Contract Management
- Manage relationships with external service providers including housekeeping, security, maintenance, pest control, and other facility-related vendors.
- Oversee service-level adherence, contract renewals, negotiations, and performance evaluation.
Health, Safety & Compliance
- Ensure the facility complies with all health, safety, regulatory, and environmental standards.
- Conduct periodic safety audits, risk assessments, and maintain emergency response plans and drills.
Space & Workplace Management
- Optimize workspace utilization, plan office layouts, and oversee fit-out, refurbishment, expansion, or relocation projects in collaboration with relevant teams.
Budgeting & Cost Management
- Prepare, monitor, and manage facility operating budgets, ensuring cost-effectiveness without compromising service quality.
- Identify opportunities for cost savings and efficiency improvements.
Reporting & Stakeholder Communication
- Prepare facility performance reports, issue logs, maintenance schedules, and vendor performance updates.
- Act as the key liaison between internal stakeholders, leadership teams, and vendors for all facility-related matters.
Travel Management Responsibilities
- Plan and coordinate end-to-end business travel arrangements including flights, accommodation, ground transport, visas, and other required services.
- Ensure full compliance with company travel policies, cost guidelines, and regulatory requirements.
- Maintain strong awareness of travel industry trends, route options, travel advisories, and vendor platforms to ensure best travel experience.
Skills & Competencies
- Strong communication, negotiation, and stakeholder management skills.
- Proven ability in customer service, problem-solving, and crisis management.
- High attention to detail, strong organizational and multitasking capabilities.
- Proficiency in travel booking platforms, vendor management tools, and MS Office Suite (Excel, PowerPoint, Word).
Key Requirements
- Bachelor’s degree in Business Administration, Facilities/Operations Management, Hospitality, or equivalent field (preferred).
- 4-8 years of experience in facility management, office administration, or corporate travel coordination, ideally in a corporate or multinational organization.
- Hands-on experience in vendor management, asset management, preventive maintenance planning, and workplace administration.
- Experience coordinating domestic and international travel bookings, visas, and logistics using travel platforms and vendor partners.
- Proficiency in MS Office Suite (Excel, PowerPoint, Word) and familiarity with travel booking tools and facility management systems.
- Understanding of maintenance processes, safety norms, compliance requirements, and cost control practices.
- Strong communication, interpersonal, and stakeholder-management skills.
- Excellent attention to detail, planning, coordination, and follow-through.
- Problem-solving ability with a customer-service mindset.
- Ability to multitask, prioritize, and work efficiently under pressure.
- Negotiation skills with vendors and service providers.
- High ownership, reliability, and discretion.
What we Aim for?
Azentio aims to be the leading provider of Banking, Financial Services & Insurance (BFSI) & Enterprise Resource Planning (ERP) software products in Asia Pacific, Middle East & Africa. We will achieve this by:
- Providing world class software products, built on the latest technologies
- Providing best in class customer service, built on a deep understanding of our domains and local nuances
- Being an employer of choice, attracting high quality talent
- Achieving top quartile growth and margins.
Azentio Core Values:
- Customer centricity - Put customers at the center of everything
- Innovation - Keep looking for a better way
- Accountability - Own your work, end-to-end
- Results - Focus on outcomes, not just effort
We take Pride in all that we do and together we Enjoy the journey
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