Office Manager

London Stock Exchange Group

Maintains office operations and efficiency by working closely with Facilities Management team to ensure the smooth operations.

Responsible for the overall administration including visas support for employees, visitors' invitation letters and letter preparation in Arabic and English.

Manages relationships with vendors, suppliers, service providers, and landlord, ensuring that all services are invoiced and paid on time.

Prepares Purchase Orders (POs) and Purchase Request Forms (PRFs) as needed.

Manages vendor setup in Ariba, including updating bank details, processing vendor extensions, and ensuring vendor information remains current.

Responsible for invoices management using OpenText and monitors their payment status.

Manages and reconciles office petty cash.

Works with Site Lead on handling local bank KYC paperwork when needed (recurring task with the bank).

Handles the relationship with auditors and provides all needed support to finalize the annual audit, issuing the financial statement and Tax return in coordination with Site Lead.

Manages local filing registrar which is very important as per local governmental audit to be highly maintained.

Coordinates the local contract signature for vendors, suppliers, employee contracts/addendums etc. and employee contract translation.

Renews the company commercial register on quarterly basis and keeps track of the renewal of the Tax card and VAT certificate.

Keeps track of the office stationery stock and prepares the stationery orders (Stationery, paper & Ink for photocopier, envelops).

Coordinates onboarding activities for new joiners on the ground across various internal units.

Manages government relations related to business operations.

Managing PRO vendor

Maintains accurate records of administrative documents and manages office equipment inventory.

Manages the handover of equipment to new joiners and retrieves equipment from departing staff.

Maintains company policies as necessary.

Ensures that confidential and sensitive business information is protected.

Ad-Hoc Duties

Manages grocery and pantry supply together with Facilities team

Oversees Reception operation including courier shipments and general e-mail inbox management

Arrangement of F&B for special events held in the office (~3-4 times a year, client receptions etc.)

Organization of meetings and conference calls for leadership team / clients / vendors