Office Administrator

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 London and Washington DC.

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/MANDATE:

The Office Administrator will ensure the smooth and efficient operation of both Dubai offices, elseco and ATOM, 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 provides administrative and operational support across the business, including expense tracking, budget support, visa and DIFC Portal administration, vendor and facilities management, and the administrative preparation of internal and external communications.

In addition, the incumbent will support the organisation of internal events and other administrative 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 daily using Excel, and take ownership of the yearly budget for administration and office expenses across both offices.

• Ensure that elseco and ATOM administration files and records are kept updated and well maintained.

• Greet staff and visitors upon arrival at either office, 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.

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

• Coordinate and organise internal company events, including logistics, venue and catering arrangements.

• Provide administrative support for internal and external communications, including formatting, distribution and logistics, under the direction of the Operations & Brand Director.

General

• Perform other ad-hoc administrative and operational duties as required by the Operations & Brand Director or Leadership Team.

KNOWLEDGE AND SKILLS:

• University Degree required.

• Strong Excel skills essential (formulas, budget tracking, expense reporting); proficiency in Word and PowerPoint.

• Position Dubai based, so requirement to live in Dubai.

• 6 to 8 years of office coordination experience, with a proven track record of high professionalism and the ability to get things done efficiently.

• Excellent written and verbal English communication skills, highly presentable and professional manner.

• Meticulous, hardworking, attention to detail, positive can-do attitude, and strong mental agility.

• Professional approach, self-motivated, and takes initiative to find solutions.

• Develops and maintains excellent working relationships with all elseco and ATOM staff.

• Ability to learn and adapt to new technologies and systems.

• Comfortable preparing and formatting internal and external communications materials as directed, without owning content or messaging.