Office Manager

Office Manager

On-site | Abu Dhabi

Applied

AI is a pioneering AI technology company headquartered in Abu Dhabi, committed to innovation and excellence in artificial intelligence solutions across regulated industries such as healthcare, insurance, government, and financial services.

We are seeking a dynamic individual to take ownership of our office environment, providing essential support across facilities management, financial administration, and travel logistics. This role is thebackbone of our daily operations, ensuring our team has everything they need to succeed in a compliant, well-maintained, and efficient workspace.

• Office Maintenance & Repairs:
  Acting as the main point of contact for and coordinating with building management, maintenance, cleaning, and security vendors.
• Inventory & Procurement:
  Managing and ordering all office supplies, stationery and equipment
• Vendor Management:
  Negotiating contracts and liaising with all third-party service providers (e.g., IT support, catering, couriers, and utilities)
• Office Setup & Layout:
  Managing space planning, desk assignments, and logistics for office moves or expansions.
• Health & Safety:
  Ensuring the office is compliant with local health, safety, and security regulations.
• Policy Management:
  Partnering with HR to implement and communicate internal office policies and procedures.
• Team
  
  Activities:
  
  Planning and coordinating internal events, team-building activities, meetings, and conferences.

• Budget Management:
  Monitoring and managing the general and administrative (G&A) budget for the office (supplies, maintenance, utilities).
• Expense Handling:
  Processing invoices, managing payments for vendors, and assisting with expense reports.
• Record Keeping:
  Maintaining organized physical and digital filing systems for contracts, correspondence, and administrative documents.
• Correspondence:
  Handling and drafting high-level and confidential correspondence, reports, and presentations for senior management.

• Travel Arrangements:
  Coordinating comprehensive domestic and international travel logistics, including flights, hotels, ground transportation, and travel expense claims.
• Guest Management:
  Greeting and directing clients, partners, and other visitors (Front Office Management) including overseeing the receptionist and front of house staff
• Team
  
  Activities:
  
  Planning and coordinating internal events, team-building activities, meetings, and conferences.

• Organizational and Time Management
  
  Skills:
  
  Proven ability to manage multiple complex tasks simultaneously (e.g., vendor coordination, inventory, travel bookings, and budget tracking) while meeting deadlines.
• Vendor and Contract Management: Experience in negotiating, liaising, and maintaining professional relationships with various third-party service providers (e.g., maintenance, IT, security, and catering).
• Financial Acumen: Proficiency in basic budget monitoring, expense processing (invoices, payments, expense reports), and G&A budget management.
• Compliance & Safety Focus: Knowledge of local health, safety, and security regulations to ensure a compliant office environment.
• Communication and Interpersonal
  
  Skills:
  
  Excellent ability to act as the main point of contact, coordinate with internal and external stakeholders, and handle high-level, confidential correspondence.
• Logistics Coordination: Demonstrated skill in managing complex travel arrangements (domestic and international) and coordinating office moves/space planning.

• Opportunity to work with a leading AI technology company.
• Collaborative and innovative work environment.
• Growing, entrepreneurial and forward-thinking culture.
• Career growth and professional development opportunities.
• Exposure to a thriving ecosystem working from our Abu Dhabi HQ.
• 21 days of paid annual leave.
• Comprehensive private health insurance.
• Visa sponsorship for international candidates.