Office & Administration Supervisor

Job Description

INTRODUCTION

elseco is a high technology specialty insurance underwriting agency and Lloyds Coverholder.

elseco underwrites on behalf of circa 50 insurance and reinsurance companies including Lloyds syndicates.elseco is headquartered in the Dubai International Financial Centre (Dubai, UAE) and is regulated by the Dubai Financial Services Authority.The company employs around 100 professionals with regulated offices in London, Paris and Washington DC.

The company was founded over a decade ago launching Space insurance and has since diversified into Aviation, A&H and Energy insurance.

At the cornerstone of elsecos latest evolution is the insurtech platform development namely ATOM. It sits at the very core of the company and is seen as business critical to the companys future success and growth plans.

JOB PURPOSE/MANDATE

The Office & Administration Supervisor will ensure smooth office operations by overseeing facilities, vendor coordination, and workplace services while maintaining a professional and welcoming environment for staff and visitors. The role will also provide comprehensive administrative support to senior leadership as needed (travel coordination, and follow-ups on key activities and events etc.).

In addition, the incumbent will support in managing the companys social media account and engagement initiatives, organisation of internal events, while taking on additional responsibilities as business needs evolve.

• Provide administration support across a wide range of office and admin tasks,
• Greet staff and visitors upon arrival to the office, ensuring a professional and welcoming environment.
• Maintain an organized and well-stocked office (elseco and ATOM), replenishing supplies (fruits, coffee, water, pantry supplies) for employees and visitors.
• Coordinate and support Leadership Team with visitor arrangements, ensuring meeting rooms are prepared and refreshments are provided.
• Prepare travel arrangements for Leadership Team.
• Coordinate with IT & Building Management (CPT & Gate Avenue) on office access for new joiners, leavers etc.
• Oversee office facilities including arranging pick up of office keys and access card, maintenance, cleaning, plant, fire contracts, and handle emergencies by engaging contractors.
• Conduct vendor comparisons, outreach, and negotiations for specific services including hotel bookings, corporate events etc.
• Arrange and coordinate for office permits for deliveries, parking access, coffee machine servicing, carpet cleaning, water supply, and other office-related needs (for elseco & ATOM).
• Ordering corporate merchandise including water bottles, business cards, ID Card holders, Office Access cards etc.
• Handle visa and non-sponsored card applications, renewals, and cancellations for employees and maintain DIFC Portal.
• Manage loyalty/reward programs (e.g., Business Skywards) for staff.
• Coordinate and assist on engagement activities, learning & development trainings, and company events.
• Update Learning Management System and elsehive in coordination with IT & HR.
• Manage company communications, including maintaining an active and professional social media presence and updated website.
• Ensure that the elseco Admin file is updated and well-maintained.
• Perform other ad-hoc administration, and communications tasks as required by the Head of HR or the Leadership Team.

• University Degree required.
• Position Dubai based, so requirement to live in Dubai.
• 6-8 years of Office coordination experience and a proven track record of high professionalism, and ability to get jobs done efficiently.
• Excellent communication skills, written and verbal English, highly presentable and smart manners.
• Meticulous, hardworking ethic, attention to detail, positive can-do attitude, displaying strong mental agility.
• Professional approach, self-motivated and takes initiatives to find solutions.
• Develop and maintain excellent relationship with all elseco staff.
• Ability to learn and understand new technologies.
• Microsoft Office proficiency.