OliOli Dubai Admin Executive

Position: Admin Executive

Location: Dubai, UAE

Executive Summary

Join an amazing group of people at OliOli® and help their mission to deliver exciting, joyful, differentiated, world-class, and incredibly fun experiences to children that nurture their innate sense of curiosity and exploration.

OliOli® (means joy in the Hawaiian language) is a multiple award-winning contemporary childrens museum that opened to rave reviews in 2017. Founded by a group of parents who are passionate about open-ended non-judgmental play, OliOli® entails 8 interactive galleries comprising over 45 hands-on exhibits.

The awesome team at OliOli® comes from over 10 countries including United States, Scotland, Switzerland, Colombia, India, Philippines, South Africa, Saudi Arabia, Pakistan, Latvia, and Jordan. Find out more information about OliOli® @ www.olioli.ae or www.instagram.com/olioliuae.

Position Overview

The Administration Executive will independently manage and execute administrative functions across HR administration, procurement, café and inventory, corporate affairs, and office operations. This role demands a proactive professional with at least two years of relevant experience who can take ownership of processes, ensure compliance, and deliver timely and efficient administrative outcomes.

Principal Accountabilities:

HR Administration:

• Process paperwork related to benefits, onboarding, offboarding, and other employee transactions.
• Ensure employee records compliance: maintain and update employee records, liaise with external PRO office to ensure all documentation meets regulatory standards.
• Coordinate with the insurance provider to manage member additions, deletions, and other insurance-related matters.
• Manage HRMS and payroll support: oversee timesheet management, attendance tracking, and ensure accuracy in HRMS and payroll processing.

Procurement Support:

• Manage procurement of a wide variety of high-quality and cost-efficient products, materials, and services in coordination with the Facilities Manager.
• Oversee vendor relations: review vendor contracts, maintain strong relationships with vendors/suppliers, negotiate prices, and ensure timely deliveries meeting quality standards.
• Develop and execute purchasing plans for equipment, services, and supplies.
• Maintain updated contact lists of vendors and suppliers, including qualifications, delivery times, and potential future partnerships.
• Maintain detailed records of purchases, pricing, and other procurement data.

Inventory & Café Administration:

• Maintain accurate inventory records, track stock levels, and place orders as necessary to ensure products and supplies are always available.
• Order and manage office supplies, ensuring all necessary materials are readily available, efficiently organized, and stored appropriately.

Corporate Administration & Office Support:

• Provide full administrative support to the Finance Supervisor, including comprehensive documentation management.
• Manage petty cash, track expenses, and process invoices.
• Oversee contract renewals, licenses, and certificate renewals for the company.
• Coordinate meeting scheduling and internal communications.
• Manage office IT environment and liaise with external IT service providers when required.
• Coordinate and support internal and external events, programs, special projects, and initiatives across all departments to contribute to OliOli®’s objectives.

Knowledge, Skills and Experience:

• Self-starter and self-motivated, with a proactive approach who thrives working in a team-oriented and collaborative environment
• Strong organizational skills with the ability to multitask, prioritize, and manage time efficiently
• Excellent communication and interpersonal skills.
• Lots of positive energy; respectful of diversity; patient and empathetic; friendly; courteous
• High level of accuracy & attention to detail.
• Ability to handle sensitive and confidential information with discretion.
• Ability to work well with management and staff at all levels.

Qualifications:

• Bachelors degree in business administration, Finance, HR, or a related field.
• Proven experience in administrative support, ideally in a multi-functional role
• Experience in procurement, inventory management or corporate affairs is a plus
• Familiarity with Procurement systems and software
• Familiarity with UAE MOHRE & Visa processes
• Familiarity with Human Resources Information Systems (HRIS)
• Tech-savvy with advanced experience with Microsoft 365 tools and features
• Knowledge of HR systems, procurement platforms, or inventory management software would be an advantage

Reporting to: Finance Manager