Line of Service

Internal Firm Services

Industry/Sector

Not Applicable

Specialism

IFS - Internal Firm Services - Other

Management Level

Associate

Job Description & Summary

Position Summary:

The Reception / Office Services team member ensures the smooth day-to-day operation of the office by supporting front-of-house responsibilities, coordinating essential office services, and maintaining a professional and welcoming environment. Responsibilities include reception duties, onboarding support, access card management, expense tracking, and coordination with service providers and maintenance teams. The role also contributes to health, safety, and security, ensuring efficient office operations in compliance with firm policies.

Primary Duties and Responsibilities:1. FinancialAdhere to the allocated budget for the Office Services function.Propose cost-saving solutions where appropriate.Manage office needs including supplies and consumables in coordination with the Office Management Senior Associate and/or Office Services Manager.Prepare and process local purchase orders (LPOs) for supplies, rent, utilities, and service charges.Maintain and regularly update the office expenses tracking sheet.2. Customer ServiceCoordinate local event planning with the Office Manager.Handle printing and binding requests with Office Administrators.Support new hire onboarding (Office Management induction, access/security passes).Manage ad-hoc issues and act as an interface between admin staff and management.Oversee external archiving, seating, storage, and parking allocations.Manage couriers, post room, and stationery distribution.Greet and assist visitors, ensuring a professional and courteous experience.3. Internal ProcessAdhere to management policies and procedures.Coordinate office administrator schedules and review timesheets/overtime.Manage cleaning staff and outsourced service providers.Act as Fire Safety Warden and Business Resilience Liaison.Handle calls, deliveries, and general inquiries.Maintain reception and meeting room cleanliness and readiness.Provide general administrative support as assigned.4. Learning and GrowthMonitor Office Administrators’ daily activities for consistent support.Standardize internal processes and identify efficiency improvements.Support onboarding and training of new team members.Participate in performance management of direct reports.Build strong cross-functional relationships.5. Vendors’ ManagementManage vendor relationships and maintain an up-to-date vendor portfolio.Prepare LPOs, track invoices, and follow up on payments.Evaluate vendor performance and service quality.Coordinate with Finance and Procurement for office requirements.6. Maintenance & Facility ManagementAddress maintenance queries and recurring issues with the Office Manager.Ensure workspaces are functional, safe, and well-maintained.Respond to shareholder inquiries and support firm security protocols.Ensure compliance with policies like the “Clear Desk Policy”.7. Security & Access ManagementOversee building security systems and access control processes.Manage access cards for staff, visitors, and vendors.Participate in security assessments and monitor logs.Supervise third-party security personnel.8. Health & SafetyCoordinate with teams to address workplace health and safety.Maintain hygienic services using eco-friendly materials.Knowledge, Skills, and Abilities:EducationBachelor’s degree requiredLanguageFluency in English (spoken and written)Proficiency in Arabic is an advantageExperience5+ years in office services within a professional services environment or equivalent internal experienceSpecific SkillsExperience with a professional services firm preferredPrior people management/team lead experience preferredProficiency in Microsoft Office (Word, PowerPoint, Excel)Strong problem-solving and decision-making skillsClear and concise communication at all levelsStrong managerial presence and ability to work under pressureKnowledge of the firm’s supply contracts

Education (if blank, degree and/or field of study not specified)

Degrees/Field of Study required:

Degrees/Field of Study preferred:

Certifications (if blank, certifications not specified)

Required Skills

Optional Skills

Accepting Feedback, Accepting Feedback, Active Listening, Administrative Support, Agile Database Administration, Business Process Improvement, Calendar Management, Clerical Support, Collaborative Forecasting, Communication, Communications Management, Concur Travel, Conducting Research, Confidential Information Handling, Corporate Records Management, Correspondence Management, Credentialing Database, Customer Relationship Management, Customer Service Excellence, Customer Service Management, Data Entry, Deployment Coordination, Electronic Billing, Electronic Filing, Electronic Records Management {+ 31 more}

Desired Languages (If blank, desired languages not specified)

Travel Requirements

Up to 20%

Available for Work Visa Sponsorship?

No

Government Clearance Required?

No

Job Posting End Date