Lead - Administration

Job Title: Lead - AdministrationLocation: DubaiReports To: Head of HRDepartment: Administration

Job Overview

We are seeking an experienced and highly organized Lead of Administration to lead and oversee the administrative functions of Styli. This role involves managing day-to-day operations, improving efficiency, and ensuring smooth execution of administrative procedures across the organization.

The ideal candidate will have excellent leadership skills, a strategic mindset, and a deep understanding of administrative management.

Key Responsibilities

• Operational Excellence:
• Oversee the coordination and management of daily office activities, facilities, and resources, ensuring smooth functioning across all administrative functions.
• Create, review, and improve office procedures, policies, and workflows to enhance efficiency and reduce operational costs.
• Budget Management:
• Evaluate and introduce an Expense Management system.
• Plan and prepare the annual administration budget, ensuring accurate forecasting aligned with organizational needs.
• Monitor budget vs actual spending, analyze variances, and implement cost-control measures.
• Evaluate, recommend, and implement an Expense Management System.
• Develop and manage the administration budget while ensuring cost-effective operations.
• Procurement & Vendor Management:
• Oversee procurement processes, including sourcing and managing vendors, negotiating contracts, and ensuring timely delivery of office supplies and services.
• Manage relationships with key external service providers (e.g., office facilities, utilities, security, etc.).
• Facility Management:
• Lead the setup of new offices, including space planning, vendor coordination, infrastructure readiness, and timely execution.
• Oversee building maintenance, office setup, space utilization, and infrastructure upkeep.
• Coordinate office expansions, relocations, and maintenance of equipment and technology.
• Project Management:
• Lead and coordinate various internal projects such as office relocations, internal events, system implementations, or infrastructure improvements.
• Ensure timely project delivery, budget adherence, and stakeholder communication.
• Compliance & Risk Management:
• Ensure all administrative activities comply with relevant laws, regulations, and internal policies.
• Identify areas of risk in the administrative processes and develop strategies to mitigate them.
• Leadership & Team Management:
• Lead and manage the administration team, providing guidance, mentorship, and support to ensure high performance and professional development.
• Develop and implement departmental goals, objectives, and performance metrics.
• Communication & Stakeholder Engagement:
• Act as the main point of contact for all administrative concerns across the organization.
• Work closely with senior leadership to support company initiatives and ensure administrative functions align with broader organizational goals.

Qualifications

• Bachelor’s degree in Business Administration, Operations Management, or related field (Master’s preferred).8+ years of experience in an administrative leadership role, with at least 3 years in a managerial capacity.
• Proven experience in budgeting, vendor management, and facilities management.
• Strong organizational, problem-solving, and multitasking skills.
• Exceptional leadership and team management capabilities.
• Excellent communication and interpersonal skills.
• In-depth knowledge of office administration software, tools, and systems.
• Ability to manage a variety of projects and meet deadlines in a fast-paced environment.

Preferred Skills

• Experience with process optimization or digital transformation initiatives.
• Proficiency in project management software.

Familiarity with HR processes and employee onboarding is a plusOccasional travel may be required for site visits or vendor management.

Equal OpportunityAt Styli, we are committed to fostering an inclusive and diverse workplace where every employee feels valued, respected, and empowered. As an equal opportunities employer, we celebrate the unique backgrounds, perspectives, and talents of our team members. We believe that a diverse workforce drives innovation and enhances our ability to serve our customers effectively.

We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other legally protected status. At Styli, we are dedicated to creating an environment where everyone has the opportunity to thrive and succeed.