Office Manager

Wasserman

Wasserman operates at the epicenter of sports, music, entertainment and culture, serving talent, brands and properties on a global scale. Our brands and properties division works with iconic brands and rights holders, supporting business growth through all marketing disciplines. We're a trusted partner to every major league, team and venue, building meaningful connections between brands, properties and fans.Headquartered in Los Angeles, Wasserman's presence spans 28 countries and more than 70+ cities, including New York, London, Abu Dhabi, Amsterdam, Hong Kong, Madrid, Mexico City, Toronto, Paris and Sydney. For more information, please visit www.teamwass.com.THE ROLEThe Office Manager will report into the Head of Business Operations. To ensure smooth, compliant, and efficient functioning of the UAE offices through management of office facilities, vendor management, visa coordination, procurement portal monitoring, administrative/operational systems and any other tasks deemed required as part of managing the office operations.Office & Facilities Proactively manage the day-to-day running of the UAE officesFront office management, meeting room bookings, office maintenance, cleanliness, equipment upkeep, and supplies are proactively managedOrder and maintain an inventory of office supplies, including stationery, pantry items, IT devices etc.Conduct regular inventory checks to ensure adequate stock levels are maintained and reorder supplies as neededTrack the usage of office supplies to ensure cost-efficiencyCoordinate workspace setup, desk moves, pantry restocking, and repair requests with relevant vendorsLiaise with contractors regarding any repairs, fit out works and improvementsAdministrative & Documentation SupportManage business related correspondence (emails, phone calls, mail) for the office, directing inquiries as appropriate to the relevant partyMaintain organized records of company documentation licenses, contracts, permits, insurance, and legal documentsProactively and timely manage business license renewals, tenancy renewals, and insurance complianceAct as liaison with UAE authorities and Free Zone entities for company regulatory submissionsVisa Coordination & Staff Onboarding LogisticsManage start to finish visa processes for new hires, renewals, and cancellations (employment and dependents)Track Emirates ID, medicals, labour contracts, and ensure timely submissions via government portals (twofour54 (Abu Dhabi Media Freezone) and AXS (Dubai Media City Freezone)Support onboarding setup: workspace, equipment, access cards, ID badges, and induction packsEnsure offboarding checklists are completed, including asset returns and visa closures.Vendor & Telecom ManagementManage vendor relationships related to courier, catering, Etisalat/DU, and suppliesManage vendor contract reviews, renewals, and expense trackingCoordinate monthly telecom billing reconciliations with FinanceBudget & Expense SupportTrack office-related expenses and support monthly reporting cycles with the Finance teamEfficient use of company ERP (Workday) for basic accounts related tasks like PO raising and invoicingProcurement Portal Monitoring & ComplianceProcurement portals are platforms used by our registered clients to issue and manage EOIs (Expressions of Interest), RFQs (Requests for Quotation) and RFPs (Requests for Proposal): Formal invitations to submit technical and financial proposals. They serve as the primary channel for receiving and responding to client procurement opportunities.Your Responsibility (Not Fulltime, As Leave Cover Only)Log into assigned procurement portals daily (e.g., SAP Ariba, DCT, ADNOC, Diriyah Gate, RC AlUla) to monitor and action RFQs, RFPs, EOIs, and sponsor-related communicationDownload new notices, flag key items, and circulate documents internally to relevant stakeholders proactivelyMaintain updated login credentials, update password logs using naming conventions, and upload documentation promptlyTrack registration deadlines and changes related to the company name, documents, and compliance updatesQualification & ExperienceBachelor s degree in business administration or related field.5 8 years of experience in front office management or similar roles in the UAE.Proven experience managing UAE visas and licensing processes.Experience using procurement or government portals (SAP Ariba, DCT, MOHRE, GDRFA).Technical SkillsAdvanced Microsoft Excel: Able to manage large trackers, use formulas, filters, pivot tables, and generate summaries.Strong file and folder management in Box/SharePoint/Google Drive.Familiarity with procurement platforms and online submission portals.Soft SkillsProactive, detail-oriented, and highly organized.Strong communication skills (written and verbal).Ability to multitask across systems, timelines, and stakeholders.Discretion and professionalism when handling sensitive documentation.Wasserman Media Group is committed to operating fair and unbiased recruitment procedures allowing all applicants an equal opportunity for employment, free from discrimination on the basis of religion, race, sex, age, sexual orientation, disability, color, ethnic or national origin or any other classification as may be protected by applicable law. We aim to recruit the right people for the jobs we have to offer, and to assess applications on the basis of relevant skills, education and experience.Wasserman does not discriminate on the basis of race, sex, color, religion, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity or any other reason prohibited by law in provision of employment opportunities and benefits.