Office Manager

Office Manager Foster Partners Abu Dhabi UAE

The role of Office Manager is to co-ordinate and provide administrative support to the Partner and project teams. A resourceful and flexible approach is required. The person must be able to work on their own initiative, be self-motivated and proactive. The position requires a high degree of responsibility, discretion and confidentiality. This role is a part time position – 5 days, 09:00am – 14:00pm.

The role of Office Manager is to co-ordinate and provide administrative support to the Partner
and project teams. A resourceful and flexible approach is required. The person must be able
to work on their own initiative, be self-motivated and proactive. The position requires a high
degree of responsibility, discretion, and confidentiality.

The Office Manager is responsible for carrying out the following duties in accordance with
Foster + Partners procedures as found in the Administration Guide.

Role Definition
Job title: Office Manager [Abu Dhabi] Reporting to: Day to day | Partner in charge
Procedure | Head of Administration

Responsibilities

• Answer and direct all incoming external and internal telephone calls and assisting with
enquiries
• Record telephone messages and pass them on by email or leave a voicemail message
• Meet and greet all F+P guests [clients, consultants, staff] in a professional manner
• Distribution of daily post and management of outgoing post
• Maintain Abu Dhabi office calendar and whereabouts of the team
• Process invoices, manage petty cash, book keeping, tax reporting and prepare monthly
estimated expenditures and other financial administration liaising with the Dubai Office
Manager and Accounts in London as required
• Liaise with local tax authorities for monthly tax statement and reporting
• Liaise with local administration authorities for site office registering renewal
• Liaise with Accounts as required for payroll issues
• Liaise with HR as required for visa issues and assist with sourcing and booking
accommodation for employees as directed
• Provide administrative support to Partner and project teams
• Effectively and efficiently manage meeting arrangements including room bookings,
catering requirements, logistics, presentation set up and presentation material
• Provide secretarial administrative support to Partner and project teams including
management of expenses and filing, typing and editing documents
• Co-ordinate travel arrangements including passport and visa assistance as required
• Ensure office team timesheets and expenses are completed promptly
• Liaise with and supervise office suppliers including cleaning staff, flowers, stationery suppliers
etc
• Maintain stock including stationery, provisions, post etc
• Liaise with Foster + Partners London and any other site offices or individuals as required
• Management of housekeeping, ensuring office and environment is kept in line with Foster +
Partners policy and standards
• Ensure that the clear desk policy is maintained
• Assist the Document Controller as required
• Flexibility as required

• Ensure that all tasks/duties are carried out in accordance with F+P procedures and
standards as stated in the Administration Guide
• Undertake other ad hoc duties as required at the direction of the Partners | HoA
• To contribute, or otherwise assist, as required
• Thorough knowledge and compliance with Foster + Partners procedures and standards
• Equity, diversity & inclusion (EDI) is a core priority. To support and champion the embedding of
this focus as a collective workforce responsibility, EDI should be integrated, where relevant,
into all workstreams.

Qualities and skills required

• Able to demonstrate proficiency in the responsibilities of the role
• Legally able to work in the country in which the position is based
• Excellent organisational skills
• Able to manage sensitive and sometimes confidential information
• Self motivated and able to take responsibility
• Able to demonstrate initiative and a proactive approach to daily tasks
• Good interpersonal skills and able to work independently and as part of an effective team
• Flexible attitude
• Able to build good relationships at all levels, internally and externally
• Resilient to cope with conflicting demands, able to prioritise duties and work effectively under
pressure [while always remaining calm and professional] • Able to work as part of an effective team assisting and supporting team members
• Demonstrated proficiency in using Microsoft Outlook, Word and Excel
• Fluent English, spoken and written is essential
• Fluent Arabic, spoken and written is preferable
• Smart and professional dress and personal presentation at all times, acting as an ambassador
on behalf of Foster + Partners
• Professional, confident, courteous and helpful manner
• Punctual and reliable
• Ability to manage and prioritise tasks and time efficiently
• Excellent written and verbal communication skills – articulate and diplomatic manner
• Commitment to maintaining and promoting high standards of the role
• Empathy with a creative environment

This description reflects the core activities of the role but is not intended to be all-inclusive and
other duties within the group/department may be required in addition to changes in the emphasis
of duties as required from time to time. There is a requirement for the post holder to recognise this
and adopt a flexible approach to work. Job descriptions will be reviewed regularly and where
necessary revised in accordance with organisational needs. Any major changes will be discussed
with the post holder.