10 days ago
Full TimeMid Level
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Skills Gap Analyzer
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PURPOSE OF THE ROLE
The Office Manager exists to take the day-to-day admin and operational workload off Anete, who currently covers operations management and the private office, so that she can focus on her chief of staff duties. The role owns daily operations across both Al Quoz sites and runs the people, systems and suppliers that keep Vachi Storage working: the Site Coordinators, the WhatsApp sales desk, the in-house movers and the security teams. She manages facilities maintenance and is accountable for the security of the Dubai sites. Site 1 (Al Quoz 3) sells 15 sq ft cubes and 300 sq ft rooms; Site 2 (Al Quoz 4) sells 25 and 35 sq ft half-height lockers. Every booking includes free pickup with movers and packing, bookings run through Stora, and leads arrive on WhatsApp, where the Sales Bot hands over to human desk staff. The Office Manager is the first point of decision for operational matters and escalates to Anete only on strategic or cross-business matters, and to Principal on money approvals.
KEY RESPONSIBILITIES
Items marked (from Anete) are admin and operational duties transferring from Anete to the Office Manager.
1. Daily operations and team management
· Own daily operations across both sites, making sure the desk, moves, move-ins, move-outs and site access run on time every day.
· Manage the Site Coordinators, who run day-to-day site operations and the planned in-house moving team; set priorities, review their work and handle performance.
· Manage and schedule the sales desk team, including the Sales Bot handover.
· Desk roster and coverage:publish the desk roster, guarantee coverage across desk hours (currently about 07:30 to 21:00), arrange cover for leave and absence, and make sure every morning and end-of-shift handover happens.
2. Customers, bookings and collections
· Customer quotes:where needed, prepare and approve bespoke quotes (moving, packing, dismantling, larger or non-standard jobs) up to [quote approval limit]; above that, escalate to Neel.
· Escalations, complaints and refunds (from Anete):resolve customer escalations and complaints; approve refunds up to [refund limit] and prepare anything above for Neel.
· Keep Stora accurate: reservations, unit allocation, invoices, payment status and customer records across both sites.
· Work with the accountant on debtors and collections: review the debtors list weekly, chase overdue accounts and agree next steps.
3. Moving and packing coordination
· Coordinate all customer moves: schedule the in-house movers, using outside movers only as overflow, and set pickup slots with customers.
· Allocate vehicles and crew to each job and plan packing, dismantling and reassembly needs in advance.
· Make sure every move is delivered on time to the customer's unit, with intake inventory and photos recorded.
4. Facilities maintenance
· Planned maintenance:run a preventive maintenance calendar for both sites covering AC, electrics, lighting, doors, locks, shutters, lifts or trolleys and fire safety equipment.
· Reactive maintenance and repairs:log every fault, assign it to the right contractor and track it to closure within agreed response times.
· AC:own the AC schedules (currently off 21:45 to 06:00) and the servicing of AC units at both sites.
· Cleanliness of facilities (accountable):she is accountable for clean corridors, units, loading areas and offices at both sites, through set cleaning schedules and regular inspections.
· Pest control:keep regular pest control visits scheduled and on record.
· Contractors:select, brief and supervise maintenance, cleaning and pest control contractors; get quotes, check work and sign off invoices.
· Site condition standards:define what a clean, safe, working site looks like and carry out regular site walk-throughs and audits against it.
5. Security of the Dubai sites (accountability)
She is accountable for the security of both Al Quoz sites, the units and the stored goods.
· Guard team:supervise the security guards at each site, set their schedules and shift cover, and brief them on duties.
· CCTV and access control:make sure CCTV, alarms, gates and access systems work, are monitored and are maintained; manage access codes and keys.
· Incidents:make sure every incident is logged, responded to and followed up, and report serious incidents to Neel the same day.
· Customer unit access:enforce the access rules: only the account holder can authorise third-party access, and every visit is recorded.
· SOPs and schedules:keep the security SOPs current, check compliance, and post the AC schedules and site instructions to security.
6. Suppliers, finance and people admin
· Supplier admin (from Anete):manage suppliers and vendors, including server, IT and software vendors, outside movers, vans and packing materials; track contracts and renewals.
· Payments prep (from Anete):prepare supplier payments, payroll inputs and expense claims for Neel's approval; hold petty cash and approve expenses up to [expense approval limit].
· Staff admin (from Anete):run hiring and onboarding; keep employee files, contracts, leave and attendance records; coordinate visas, Emirates IDs and insurance with the PRO.
· Keep the trade licence, tenancy, Ejari and civil defence documents current and renewed on time.
· Document handling (from Anete):manage contracts, filing and the shared drive so records can be found quickly.
· Write and maintain SOPs for the desk, moves, site access, security, refunds and onboarding, and train staff on them.
7. Reporting
· Daily report to Neel on sales and reservations, moves completed and issues; weekly report on occupancy, KPIs, debtors, complaints, maintenance and security; monthly summary of costs and compliance renewals.
SKILLS AND EXPERIENCE
· 1-3 years or more in office management, operations or admin in the UAE, ideally self-storage, moving, logistics, real estate or hospitality.
· Experience managing frontline teams, rosters, security staff and facilities maintenance contractors.
· Sound knowledge of UAE admin: trade licences, visas, labour and Ejari processes.
· Comfortable with booking systems (Stora or similar), WhatsApp Business, Slack, spreadsheets and basic bookkeeping.
· Proficiency in English is required. Valid UAE driving licence preferred.
REPORTING LINE
Reports to Neel Khokhani, Owner / Director. Direct reports: the Site Coordinators, and through them the in-house movers; the sales desk team; and the security staff at both sites. Escalates to Anete only on strategic or cross-business matters, and to Neel on money approvals. Works with the accountant on debtors and finance admin.
WORKING TERMS
· Salary:Depending on experience
· Working days and hours: 6 days, 48h a week
· Visa and sponsorship: provided
· Benefits: medical insurance as per company policy
· Probation and notice: 6 months probation + 1 month notice
Immediate joiners only