Office Manager

Job Description

bout the job

We are Imbono. A leading operator and provider of infrastructure and essential goods and services across emerging markets. There is no other emerging markets player like us. We combine global capital and operational expertise in a single, integrated model. We are the architects of possibility – sharp thinkers, problem solvers, and resourceful innovators who make things happen when no one else can. And every project is built to last. Our ambition is to transform the lives of more than 100 million people by 2040 by expanding access to essential services such as water, energy, food, healthcare, education, and infrastructure. Our Mission is delivering integrated, high-impact solutions that expand access to essential services combining operational execution, local presence, strategic partnerships, and sustainable capital.

About the Department

The Corporate Services & Facilities department is responsible for ensuring seamless operation of the workplace environment across Imbono, enabling employees and business leaders to perform effectively and productively. It manages office operations, including workplace logistics, front-of-house services, local and international travel coordination, transportation management, event and meeting support, procurement of office-related goods and services, vendor management, and workplace experience initiatives, ensuring a professional, functional, and well-maintained working environment. The function works closely with all departments and external service providers to coordinate workplace requirements and maintain operational standards and culture across the business.

Role Summary

The Office Manager is responsible for overseeing daily office operations and administrative services, including travel coordination, calendar management, document administration, meeting scheduling, call handling, and visitor management. The role ensures efficient office procedures, a safe and professional working environment, and high levels of organisational effectiveness. It also supervises administrative and secretarial staff, coordinating a broad range of office support services to ensure the smooth and efficient running of the office.

Employment Type: Permanent, Full-time

Location: DIFC, Dubai

Responsibilities

Office Administration

• Manage calendars, travel arrangements, meetings, and office documentation to support daily business operations.
• Oversee office facilities, supplies, equipment, and administrative systems to ensure operational efficiency.
• Prepare reports, presentations, correspondence, meeting agendas, and minutes.

Executive & Departmental Support

• Provide comprehensive administrative support to executives and departmental leaders.
• Coordinate business travel, accommodation, meetings, and logistics.
• Organise internal events, conferences, and employee engagement initiatives.

Office Operations & Facilities Management

• Oversee the day-to-day operation of the office, driving efficient administrative processes and consistent service delivery across all functions.
• Manage relationships with facilities, security, cleaning, catering, and other service providers, holding vendors accountable to agreed service levels.
• Ensure compliance with health, safety, and workplace standards while maintaining a professional working environment.
• Develop and implement office policies, procedures, and systems to support operational continuity and scalability.

Procurement & Vendor Management

• Coordinate office procurement activities in accordance with company policies.
• Manage supplier relationships, service agreements, and vendor contracts.
• Ensure timely processing of invoices and payments.

Budget & Cost Control

• Manage office general and administrative budgets.
• Monitor expenditure and prepare accurate budget reports.
• Identify opportunities to optimise resources and control costs.

People Management

• Directly manage and lead a team of administrative and secretarial staff, overseeing day-to-day performance and conduct.
• Allocate workloads, set priorities, and monitor performance against operational targets.
• Conduct regular one-to-ones, performance reviews, and provide coaching to direct reports.
• Facilitate onboarding and workplace integration for new employees, ensuring a smooth transition into the team.

Employee & Visitor Services

• Act as the primary point of contact for employees, visitors, and external stakeholders.
• Respond to office-related enquiries and provide administrative assistance.
• Coordinate onboarding and offboarding logistics, workspace setup, and workplace support services.
• Deliver a high standard of customer service while fostering a positive employee experience.

Experience

• Minimum 5 years’ experience in office management, facilities management, or administrative operations.
• Experience managing vendors, budgets, and workplace services.
• Experience working in a corporate or professional services environment is preferred.
• Experience supervising or managing a team, with proven ability to allocate workloads and drive performance.

Qualification

• Bachelor’s degree in Business Administration, Management, or a related field preferred.
• Relevant certifications in Office Management, Facilities Management, or a related discipline are an advantage.
• Equivalent practical experience will be considered in lieu of formal qualifications.

Skills

• Verbal and interpersonal communication
• Planning, organisation, and prioritisation
• Calendar and meeting management
• Contract administration and vendor management
• Action planning and coordination
• Office systems and administrative management
• Team leadership and people management
• Customer service and stakeholder engagement
• Microsoft Office proficiency
• Problem-solving and process improvement
• Budget and resource coordination

Competencies

• Planning and Organising
• Effective Communication
• Accountability and Ownership
• Results Orientation
• Leadership and People Development
• Collaboration and Teamwork
• Continuous Improvement
• Customer Focus and Service Excellence

Our Values

• Client Oriented
• Excellence
• Innovation
• Integrity
• Perseverance

We believe that diversity strengthens our organization and we welcome applications from individuals of all backgrounds and experiences. We want every candidate to perform at their best. If you need any reasonable adjustments during the application or interview process, please contact us at careers@imbono.com and we will work with you to meet your needs.

Requirements added by the job poster

• Bachelor’s Degree

• 5+ years of work experience with Microsoft Office