Office Manager

Role Overview

The Office Manager & HR Coordinator ensures the smooth and efficient day-to-day operations of the VCA villa and provides comprehensive administrative, HR, and logistical support to the wider VCA team. This role combines office operations, HR coordination, team management, and supplier administration, supporting internal efficiency, compliance, and a positive, collaborative workplace culture.

• Oversee daily operations of the VCA villa and office, ensuring all spaces are functional, organized, and well-presented.
• Manage utilities, maintenance schedules, IT setups, and security access for staff and freelancers.
• Liaise with landlords, service providers, and contractors to address repairs, installations, and upgrades.
• Maintain office inventory, ordering supplies and equipment as needed.

• Provide HR and administrative support for staff.
• Coordinate onboarding processes for new hires and freelancers, including IT setup and welcome packs.
• Oversee visa processing from offer letter through mobilization as well as monitoring document renewals and performing necessary operations on the DMCC portal.
• Maintain employee database and individual files, ensuring accuracy and confidentiality.

• Allocate work spaces and ensure smooth team logistics.
• Coordinate meeting set‑ups and schedules.
• Update and maintain client databases.
• Distribute internal updates and announcements.
• Support with deliveries, client gifting, and flower orders.
• Assist with travel coordination and logistics for the VCA team, freelancers, and visiting partners.

• Track invoices and purchasing records in coordination with the finance team.
• Support cost management by monitoring operational budgets and identifying savings opportunities.

• Organize internal events, birthdays, and celebrations to foster a positive and inclusive team environment.
• Support team engagement initiatives and ensure smooth internal communication.

• Handle company and project information with the highest level of discretion.
• Prepare and share weekly office operations summaries and logistics updates with management.

• Excellent organizational and multitasking abilities.
• Strong interpersonal and communication skills.
• High attention to detail and service‑oriented approach.
• Problem‑solving mindset and ability to work independently.
• Adaptability in a fast‑paced, creative environment.

• Minimum 3 years in office management, administration, or team support roles.
• Experience with in creative, cultural, or luxury industries preferred.