Administration & Office Supervisor

INTRODUCTION:

elseco is a high technology specialty insurance underwriting agency and Lloyd’s Coverholder.

elseco underwrites on behalf of circa 50 insurance and reinsurance companies including Lloyd’s 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 120 professionals with regulated offices in Dubai and London.

The company was founded two decades ago launching Space insurance and has since diversified into Aviation, Accident & Health and Energy insurance.

At the cornerstone of elseco’s latest evolution is the technology “Platform” development namely “ATOM”. It sits at the very core of the company and is seen as business critical to the company’s future success and growth plans.

JOB PURPOSE:

The Administration & Office Supervisor will ensure the smooth and efficient operation of the office by overseeing facilities, workplace services, vendor coordination, and administrative activities while maintaining a professional and welcoming environment for employees and visitors.

Reporting to the Operations & Brand Director, the role will provide administrative and operational support across the business, assist with company communications, branding initiatives, social media coordination, and public relations activities. The role will also work closely with the HR team on employee administration matters, including visa processes, employee engagement initiatives, and company events.

In addition, the incumbent will support the organisation of internal and external events, company communications, and other projects as business needs evolve.

RESPONSIBILITIES:

Office Administration & Operations

• Provide administrative support across a wide range of office and operational activities.

• Monitor and update company expenses through the daily use of an Excel spreadsheet and support in building the yearly budget for administration and office expenses.

• Ensure that the elseco Administration files and records are updated and well maintained.

• Greet staff and visitors upon arrival, ensuring a professional and welcoming environment.

• Maintain an organised and well-stocked office (elseco and ATOM), replenishing supplies for employees and visitors.

• Coordinate and support the Leadership Team with visitor arrangements, ensuring meeting rooms are prepared and refreshments are provided.

• Answer the company mainline phone and direct calls and messages appropriately.

• Prepare travel arrangements for the Leadership Team and employees as required.

• Coordinate with IT and Building Management (CPT & Gate Avenue) regarding office access, passes, and facilities requirements for employees and visitors.

• Oversee office facilities, including maintenance, cleaning, office equipment, plants, fire safety contracts, and other workplace services.

• Conduct vendor comparisons, obtain quotations, negotiate rates, and coordinate service providers for office and business needs.

• Arrange office permits, deliveries, parking access, maintenance visits, and other office-related requirements.

• Order and manage corporate merchandise, business cards, access cards, and other office materials.

• Manage loyalty and reward programmes (e.g., Business Skywards) for staff.

• Support the annual office budget process and monitor office-related expenditure.

• Communications, Branding & Social Media

• Support the Operations & Brand Director in coordinating internal and external communications.

• Assist with the preparation and distribution of company announcements, newsletters, and employee communications.

• Coordinate updates for the company's social media platforms, ensuring content is accurate, timely, and aligned with company branding guidelines.

• Assist with the coordination of marketing materials, promotional items, and branding initiatives.

• Support public relations activities and liaise with external suppliers, agencies, and partners as required.

• Help maintain brand consistency across company communications and events.

HR Administration & Employee Engagement

• Work closely with the HR team on employee administration matters.

• Coordinate visa applications, renewals, cancellations, and non-sponsored card applications, and maintain the DIFC Portal under HR guidance.

• Support onboarding and offboarding administration activities in coordination with HR.

• Assist HR with employee engagement initiatives, learning and development activities, and wellbeing programmes.

• Coordinate and organise company events, employee celebrations, team-building activities, and internal functions in collaboration with HR and the Operations & Brand Director.

General

• Perform other ad-hoc administration, communications, branding, and operational duties as required by the Operations & Brand Director, HR Team, or Leadership Team.

KNOWLEDGE AND SKILLS:

• University Degree required.

• Excel, Word and PowerPoint proficiency.·       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.
• Exposure to social media management, communications, branding, or marketing activities would be advantageous.
• 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.