House of Shipping, a consultancy firm dedicated to serving the shipping and logistics industry, is seeking an experienced Assistant Manager – Administration to join their Dubai team. The ideal candidate will be responsible for managing facility operations and procurement activities while ensuring compliance with internal policies and local regulations. This position plays a key role in maintaining vendor relationships, overseeing daily operations, and ensuring workplace efficiency and safety.

Key Responsibilities:

Facility Management:

• Supervise day-to-day facility operations including maintenance, security, cleaning, and utilities.

• Manage third-party service providers and ensure compliance with Service Level Agreements (SLAs).

• Conduct routine inspections to maintain safety, hygiene, and operational efficiency.

• Coordinate office space planning, infrastructure updates, and relocations.

• Track and manage Annual Maintenance Contracts (AMCs), ensuring timely renewals.

Procurement Operations:

• Develop procurement strategies aligned with budget and operational requirements.

• Source and evaluate vendors for quality and cost-effectiveness.

• Negotiate contracts and terms to ensure optimal value.

• Handle purchase requisitions, approvals, and related documentation.

• Monitor inventory and coordinate deliveries across departments.

Compliance and Documentation:

• Ensure adherence to company policies and UAE regulations.

• Maintain accurate procurement and vendor documentation including contracts and logs.

• Keep records of assets and maintenance activities up to date.

Vendor and Stakeholder Management:

• Build and maintain strong vendor and service provider relationships.

• Conduct evaluations to monitor vendor performance.

• Address disputes or service issues promptly and professionally.

Sustainability and Cost Efficiency:

• Promote environmentally sustainable and cost-saving practices.

• Identify areas for operational improvement and expense reduction.

Requirements:

• Bachelor’s degree in Business Administration or a related field; certifications in Facility Management, Procurement, or Contract Management are preferred.

• 4–8 years of experience in facility management and procurement, preferably within a corporate, industrial, or shipping environment.

• Proficient in Microsoft Office (Word, Excel, PowerPoint).

• Strong knowledge of procurement processes, regulatory compliance, vendor selection, and cost optimization.