Office Operations Coordinator, Hedge Fund

Purpose of the Role

This role will initially operate as a front-of-house, facilities, building co‑ordinator, and concierge‑style “jack of all trades” position, supporting the set-up, establishment, and smooth day‑to‑day running of a newly established Dubai office within a high‑performance environment.

The successful candidate will be expected to turn their hand to whatever is required in the early stages, from meeting clients and coordinating deliveries to solving practical problems on the ground. This role has scope for growth into a dynamic Office Management role, including executive support and HR administration, as the Dubai office builds out.

This is a highly visible position requiring discretion, polish, initiative, and exceptional local knowledge.

Office Set-Up & “Jack of All Trades” Support

• Provide hands‑on support across all aspects of office setup and early‑stage operations
• Assist with furniture installation, desk setups, office layout changes, and space planning
• Receive, organise, and distribute packages, office equipment, and deliveries
• Support ad‑hoc requests from management and team members to ensure the office runs smoothly
• Take ownership of practical problem‑solving in a fast‑moving, evolving environment

• Act as the main point of contact for building management and on‑site service providers
• Develop and manage strong relationships with local UAE suppliers, vendors, contractors, realtors, estate agents, and long‑stay hotels
• Demonstrate strong local knowledge of Dubai restaurants, cafés, hotels, meeting venues, bars, rental properties, and business services, providing recommendations and arranging bookings
• Coordinate with suppliers and contractors for office design, fit‑out, and ongoing facility management
• Arrange couriers (Fed Ex and local), manage incoming and outgoing mail
• Procure and store all office supplies, snacks, laptops, and office equipment
• Maintain high standards across reception, meeting rooms, kitchens, and communal areas

• Visa arrangements (business visas, Golden Visa)
• Expense management and reporting
• Drafting emails, letters, and documents on behalf of executives
• Booking business trips, conferences, and logistics, including visas for Dubai
• Coordinate travel arrangements for all Dubai employees
• Support all HR administrative duties, including:
  • Supporting preparation of employment contracts
  • Employee onboarding and handling relocation queries
  • Applying for employee visas via DIFC and ADGM portals and liaising for Emirates IDs
  • Coordinating employee records and HR documentation

• Act as the professional and welcoming face of the Dubai office, meeting and greeting clients, visitors, consultants, and suppliers
• Escort clients to meeting rooms, offer refreshments, and announce arrivals as appropriate
• Maintain a detailed visitor log in line with Health & Safety and building requirements
• Provide high‑quality telephone coverage, handling enquiries with sound judgment and discretion
• Deliver an exceptional client and employee experience aligned

• Prepare meeting rooms to a consistently high standard, including AV checks and refreshments
• Manage the meeting room booking system and maintain an accurate meeting room tracker
• Coordinate catering and hospitality for meetings and events
• Assist with planning and organising internal and external events when required
• Ensure the office remains professional, tidy, safe, and well‑presented at all times

• Full Office Manager responsibilities for the Dubai office
• Greater ownership of office management, facilities strategy, and supplier contracts
• Leadership and organisation of all employee initiatives
• Integrated HR administrative responsibilities, supporting onboarding, contracts, and relocation
• Becoming the trusted on‑ground point person for executive support, office operations, and HR administration

• Degree educated
• Minimum 3 years’ experience in a similar facilities, reception, office coordination, concierge, or executive/HR support role
• Experience with in…