Office Manager

Job title: Office Manager

Location: Dubai

Position type: Full-time/Permanent

The Office Manager will be responsible for ensuring seamless day-to-day operations within the DIFC office. This role requires a highly organized and detail-oriented professional with experience supporting a DFSA-regulated investment environment. The successful candidate will maintain an efficient workplace, coordinate administrative and operational processes, assist with governance activities, and support the Senior Executive Officer (SEO) in upholding the high standards expected within the DIFC ecosystem.

Key Responsibilities

1. Office & Operations Management

• Oversee daily office operations, facilities, and vendor management within the DIFC.
• Maintain a professional working environment aligned with company policies and DIFC standards.
• Manage procurement of office supplies, equipment, and technology.
• Coordinate maintenance, IT support requests, and workspace planning.
• Administer document management, archiving, and secure record storage.

2. Executive & Administrative Support

• Provide comprehensive administrative support to the SEO, including scheduling, travel, and communications.
• Prepare board materials, agendas, minutes, and other business documentation.
• Support onboarding for new employees including IT setup, access, and documentation.
• Assist with organizing internal and external events as required.

3. DIFC & DFSA Support (Non-Compliance Role)

• Serve as a point of contact for DIFC Authority on administrative matters such as licensing updates, gate passes, corporate filings, and facility requests—coordinating closely with the Company Secretary.
• Assist Compliance and Finance teams with document management, filing, and retrieval.
• Maintain statutory registers, governance records, and ensure adherence to DIFC/DFSA requirements.
• Support regulatory submissions, audits, and inspections by compiling necessary information.

4. HR & Finance Administration

• Support HR functions including leave management, employee documentation, and DIFC personnel requirements.
• Coordinate payroll inputs, expense processing, and reimbursements with Finance.
• Assist with vendor payments, purchase orders, and basic bookkeeping when required.

5. Front Office Coordination

• Engage with building reception and manage front-office services.
• Handle calls, emails, courier services, and general correspondence.

6. Policy, Processes & Risk Management

• Ensure consistency in applying internal policies and operational procedures.
• Identify and implement process improvements to enhance operational efficiency.
• Promote data privacy, confidentiality, and cybersecurity awareness.
• Act as Business Continuity & Disaster Recovery Plan Coordinator in line with organizational policies.

Qualifications & Experience

Required

• Bachelor’s degree in Business Administration or related field
• Minimum 3 years in office management or administrative roles
• Experience within financial services
• Strong knowledge of DIFC operations or regulatory processes
• Excellent communication and interpersonal skills with fluency in English
• Proficiency in Microsoft Office Suite

Preferred

• Experience within DFSA-regulated firms
• Understanding of compliance and governance documentation
• Ability to manage sensitive and confidential information effectively