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B2 - Office Administrator
Pearson
Dubai, , United Arab Emirates
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Description
At Pearson, we’re committed to a world that’s always learning and to our talented team who makes it all possible. From bringing lectures vividly to life to turning textbooks into laptop lessons, we are always re-examining the way people learn best, whether it’s one child in our own backyard or an education community across the globe. We are bold thinkers and standout innovators who motivate each other to explore new frontiers in an environment that supports and inspires us to always be better. By pushing the boundaries of technology — and each other to surpass these boundaries — we create seeds of learning that become the catalyst for the world’s innovations, personal and global, large and small.
The office administrator ensures smooth running of Pearson’s Dubai office and contributes in driving sustainable growth. Acts as the first point of contact for visitors and callers and undertakes various administrative tasks ensuring structure. Ensures the rest of the staff has adequate support to work efficiently.
KEY DUTIES & RESPONSIBILITIES
Office
• Coordinate office activities and operations to secure efficiency and compliance to company policies.
• Maintain records by defining procedures for retention, protection, retrieval, transfer and disposal of records.
• Open office in the morning and switch off front office monitors in the evening.
• Switch on all lights and check cleanliness of the interior, sort record of any poor level of cleanliness or any maintenance issues and take necessary steps/action to remedy.
• Ensure that the kitchen is well stocked with milk, sugar, tea and coffee etc.
• Enhance department reputation by accepting ownership for accomplishing new and different requests.
Office Spend and Monitoring
• Manage office spending against budget, analyse variances, and suggest corrective actions.
• Reports quarterly spend and YTD spend.
Reception
• Greet and welcome visitors to the office, ensuring they sign in the visitor’s book and informing the relevant member of staff of their arrival.
• Monitor and ensure that the reception area is kept tidy and projects a business-like image.
• Maintain record of staff and visitors sign in and out of the office.
• Process and deliver internal and external mail daily; check that costs are charged to the appropriate cost centre.
Transportation
• On receipt of the appropriate request, book couriers and taxis on behalf of management members and guests.
• Process invoices to ensure costs are allocated to the relevant departments and cost centres
Staff
• Manage the ME staff distribution list and update periodically.
• Post announcements on NEO page.
• Help and guide staff to proper procedures and office protocol.
Office Facilities and Supplies
• Supervise 3rd party staff and allotting responsibilities to ensure performance.
• Maintain facilities by planning space allocations, arranges for and supervision of office maintenance.
• Maintain 3rd party services by identifying, selecting, and monitoring vendors.
• Manage price negotiations with office vendors and service providers.
• Monitor and provide office supplies (stationery & kitchen supplies) for staff and maintain adequate stock; task includes ordering new supplies, identifying new suppliers and obtaining the best price for office.
• Provide administrative and general support to the Office Manager and other executive management members.
• Manage the company assets of the Dubai office by tracking assets registry and ensuring accuracy of inventory recording.
• Maintain office equipment by planning equipment procurement and maintenance in advance; evaluate products, service, and warranties.
• Process expenses for some SMT members including validating and obtaining authorisation for payment.
• Liaise with IT local service support for computer and office equipment maintenance.
• Coordinate with IT Helpdesk for any network troubleshooting
• Coordinate with building management for any required office repairs and maintenance.
Travel
• Process travel requests for some SMT members and Pearson guests and obtaining approval prior to execution.
Meetings and Events Management
• Provide logistical support to meetings held in the Board Room, to include preparation of meeting and conference rooms and assist in arrangements for catering requirements.
Health & Safety
• Accomplish H&S results by communicating and coordinating requirements; expediting fulfilment, maintaining and documenting the routine of various office inspections, and implementing corrective actions.
• Induct new staff and labour workers in office procedures, Fire Safety and H&S.
• Work closely with the Health and Safety Coordinator to ensure that all H&S measures are in compliance
• Be the Fire Warden for the Dubai office (separate JD attached)
• Report any office hazards to HSC and act immediately when necessary to prevent further risks.
• Responsible for retaining all H&S provisions in the event of a fire and/or any other emergency requiring staff to evacuate the building.
• Conduct monthly fire safety inspections.
• Conduct bi-weekly office hazard inspection.
Qualifications
Skills and Competencies
• Previous experience of office administration.
• Competent in prioritizing and working with little supervision.
• Self-motivated, trustworthy, decent, imaginative, brave, and accepts accountability for own actions.
• Excellent verbal communication skills with good telephone manners.
• Outstanding business communication and interpersonal abilities.
• Excellent team player.
• Ability to work on own initiative and take responsibility where necessary and to work as part of a team.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to details.
• Ability to handle last minute changes.
• Working across different time zones and working with different approaches and styles of working.
• Well-developed keyboard and computer skills with an advanced working knowledge of Microsoft Office, internet and email applications.
• Ability to work to a high standard (and while under pressure).
• Commitment to Pearson’s aims and values.
Education, Qualifications & Training
Essential:
• College Diploma or Degree
Desirable:
• N/A
Previous Experience
Essential:
• At least 3 years’ experience as office administrator
• Proficient in general accounting and budgeting.
Desirable:
• Experience in working in a multi-cultural and corporate environment.
IT Literacy
Essential:
• Proficient in all Microsoft packages including Word, PowerPoint and Excel