Office Admin

Location: JLT, Dubai
Reporting to: Finance Director- Vananam Group
Department: Admin & Infra

1. Bills & Expense Management

• Manage and monitor all office-related bills including telephone, internet, electricity, water, service charges, rent, subscriptions, and other utility payments.
• Ensure timely submission of invoices for approval and coordinate with the finance team for on-time payments to avoid penalties or service disruption.
• Maintain proper records of all bills, payment receipts, and vendor contracts.
• Track due dates and maintain an expense tracker for management review.

2. Vendor & Utility Coordination

• Liaise with service providers such as telecom, internet, maintenance, cleaning, and utility vendors.
• Coordinate installation, renewal, upgrades, or termination of services as required.
• Negotiate basic service agreements and follow up on complaints or service interruptions.
• Always ensure smooth functioning of all office utilities.

3. Day-to-Day Office Administration

• Oversee daily office operations to ensure a smooth and professional working environment.
• Manage office supplies inventory and ensure adequate stock of stationery, pantry items, and other essentials.
• Coordinate with housekeeping and maintenance teams to maintain cleanliness and safety standards.
• Support employees with administrative requirements.

4. Issue Identification & Resolution

• Proactively identify operational or facility-related issues within the office premises.
• Raise concerns to management when required and coordinate timely resolution.
• Follow up until closure and ensure minimal disruption to business activities.

5. Reporting to Management

• Prepare and submit periodic reports on office expenses, vendor status, and administrative updates.
• Highlight cost-saving opportunities and operational improvements.
• Provide regular updates to management on office administration matters.

6. Compliance & Documentation

• Maintain organized records of office agreements, contracts, licenses, and service documents.
• Ensure renewals of contracts and services are tracked and processed on time.
• Support audits or management reviews by providing necessary documentation.

Qualifications & Skills

• Bachelors Degree in any Field is mandatory
• 2+ years of experience in Administration
• Joining: Immediate

Why Vananam
Vananam is a high-growth conglomerate redefining digital rewards, trading, retail, and F&B experiences across India and global markets. Joining our Finance team means becoming part of an organization scaling towards ₹5,000 Cr and IPO readiness, with immense exposure to multi-vertical accounting, IFRS reporting, and international operations.

Job Type: Full-time

Pay: AED2,000.00 - AED3,000.00 per month

Application Question(s):

• Please share your current CTC in AED?
• Please share your Expected CTC in AED?
• What is your Notice Period,?
• Are you Currently in Dubai?
• Do you have experience in handling Administration (Office Coordinator) in Dubai ? Share more details about your experience?
• The Work Location will be Dubai. Are you comfortable with this?

Education:

• Bachelor's (Required)