Overview
Head of Administration Jobs in Dubai, United Arab Emirates at Bybit
Title: Head of Administration
Company: Bybit
Location: Dubai, United Arab Emirates
We are now seeking a dynamic and experienced Global Administration Lead to lead our administrative functions of our offices across multiple locations.
Job Title: Head of Administration
Key Responsibilities
Administrative Management
Office Operations:
Oversee smooth office operations and upkeep, including cleanliness, reception services, mail distribution, and general workspace organization.
Maintain office policies and procedures to optimize workflow and resource utilization.
Manage company phones, security passes, and other office-related administrative tasks.
Manage office lease renewal matters and office relocation project (if any)
Employee Services (Onboarding/Offboarding & Engagement):
Manage and coordinate the onboarding/offboarding processes, including required documentation, equipment, and orientation.
Conduct new joiners’ orientation to familiarize them with office protocols and policies.
Oversee visa applications for business travellers and ensure timely processing.
Manage and coordinate relocation travel bookings and logistics.
Plan and execute employee engagement events, team-building activities, and internal meetings to foster a positive and collaborative work environment.
Facilities & Resources Management
Facilities Management:
Coordinate with building management for maintenance, repairs, and other property-related matters.
Implement and maintain standardized facilities management procedures, including electricals, door security, cleaning schedules, lease management, and safety guidelines.
Office Supplies & Equipment:
Monitor inventory levels of office supplies (stationery, pantry items, etc.) and ensure timely procurement and distribution.
Manage office equipment lifecycle, including acquisition, maintenance, and disposal, to support business needs.
Procurement Management for Admin Scope
Vendor Negotiations & Contracts:
Identify, evaluate, and select vendors for various office needs including merchandise, stationery, facilities services etc.
Negotiate contracts, pricing, and service-level agreements to achieve cost savings and quality deliverables.
Merchandise (Merch) Management:
Oversee shipping merch processes. Budget planning, request collection, production timeline coordination, and quality assurance.
Maintain an organized inventory of promotional materials and oversee the distribution or shipping of items as required.
Financial Oversight & Payment Management
Office-Related Payments:
Oversee the processing and management of payments related to rent, property management fees, courier fees, office procurement, and employee benefits.
Collaborate with Finance to ensure timely and accurate invoicing, payment approvals, and budget tracking.
Budgeting & Cost Control:
Prepare and manage annual administrative and procurement budgets.
Monitor expenses, identify cost-saving opportunities, and present regular reports on spending and vendor performance.
Qualifications and Skills
Education & Experience:
Bachelor’s degree or equivalent in Business Administration, Management, or a related field.
Proven experience in administrative, facilities, or procurement roles, preferably in a managerial capacity.
Technical & Soft Skills:
Strong negotiation and vendor management skills.
Excellent organizational and multitasking abilities, with keen attention to detail.
Proficient in MS Office Suite (Word, Excel, PowerPoint).
Strong communication and interpersonal skills to collaborate effectively across teams and with external stakeholders.
Attributes:
Self-motivated, with the ability to prioritize and execute tasks under pressure.
Problem-solver with a proactive attitude.
Ability to maintain confidentiality and handle sensitive information with integrity.
