Office Manager

Company: DiliTrust –

WebSite: Dubai, United Arab Emirates

Job Description:About DiliTrust DiliTrust is a leading European SaaS publisher at the forefront of the Legal Tech revolution, transforming legal departments globally with innovative technology solutions. We provide comprehensive support to 2,400 customers across 64 countries, including 80% of major listed companies in key markets such as Europe, North America, and the Middle East. Our solutions range from General Meeting reporting to AI-assisted contract lifecycle management. With teams spanning France, Spain, Italy, Canada, Mexico, and the Middle East and Africa (MEA), we are driving force behind our global success. Our ambition is to become the first French Legal Tech company to achieve Unicorn status, with a valuation exceeding €1 billion. DiliTrust is recognized for its positive and stimulating work environment, holding the “Happy at Work” and “Tech at Work” labels since 2019. Why DiliTrust? Innovation: Be part of cutting-edge advancements in Legal Tech. Global Impact: Collaborate with diverse teams in an international and multicultural environment. Career Growth: Develop your career within a future Legal Tech Unicorn. Stimulating Workplace: Experience a positive and engaging “Happy at Work” environment. Job Description: Administrative and Office Operations We are seeking a highly organized and detail-oriented professional to manage administrative and office operations. Key responsibilities include: Office Operations: Managing office supply inventory and placing orders. Overseeing office maintenance, cleaning, and security. Coordinating office layout, seating arrangements, and workspace optimization. Organizing and maintaining company records, documents, and databases. Immigration and Employee Support: Managing all administrative procedures related to immigration, including preparing required documents, tracking visa and work permit applications, coordinating with authorities, specialized agencies, and embassies, and staying updated on regulatory changes. Supporting foreign employees with their onboarding and legal compliance, including preparing arrival documentation, monitoring deadlines (renewals, authorizations), and coordinating internally to ensure smooth integration and full compliance with legal requirements. Human Resources and Employee Support: Assisting with onboarding new employees and organizing orientation sessions. Serving as a point of contact for employee inquiries regarding office policies. Supporting the HR department with administrative tasks such as payroll, contracts, benefits, and expense reports. Planning and coordinating team-building activities and corporate events. Financial and Budget Management: Managing office budgets, monitoring expenses, and processing invoices. Collaborating with the finance team on expense reporting and cost optimization. Negotiating contracts with suppliers and service providers. Sales Administration and Invoicing: Recording contracts, amendments, signed quotes, and customer orders in the internal information system. Issuing customer invoices. Monitoring accounts receivable and following up with customers in collaboration with the customer service team. Sharing all relevant information with internal and external stakeholders, including the accounting firm. Communication and Coordination: Serving as a liaison between various departments and external stakeholders. Managing internal communications and distributing company-wide announcements. Scheduling and coordinating meetings, travel, and logistics. Required Profile: Minimum of 3 years of experience in office administration. Proven experience in office management. Excellent computer skills, including proficiency in Microsoft Word, Excel, Outlook, and PowerPoint. Fluency in English and Arabic is essential. Our Values: At DiliTrust, our core values drive our success: Trust: We operate with transparency and integrity in all our actions. Inclusion: We foster a culture of empathy, diversity, and belonging, valuing every voice. Hands-On: We encourage initiative, resilience, and action-oriented thinking. Excellence: We constantly push boundaries to drive innovation and demonstrate generosity. Teamwork: We succeed through collaboration and a shared commitment to our goals. Recruitment Process: DiliTrust maintains a fast-paced recruitment process, typically completing all steps within 15 days of the initial meeting. What We Offer: Opportunity to join a fast-growing company in a friendly, international environment with offices in France, Italy, Spain, Canada, Dubai, and Mexico. Flexible work arrangements through our “Telework Charter,” promoting a healthy balance between on-site and remote work. Comprehensive employee benefits package, including luncheon vouchers, profit-sharing bonuses, and weekly sports sessions organized by TrainMe. DiliTrust is an equal opportunity employer committed to diversity and promoting professional equality at all levels.

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