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