Senior Officer - Administration

• Office & Facilities Management

• Oversee daily operation of the office: workspaces, meeting rooms, utilities, cleaning, maintenance, and general upkeep.
• Manage relations with the landlord, building management, and service providers; monitor lease terms, service levels, and renewals.
• Maintain health, safety, and fire-safety standards; coordinate inspections and emergency procedures.

• Procurement, Vendors & Budget Control

• Source, compare, and select suppliers for office supplies, furniture, equipment, and services in line with company procurement policy.
• Prepare purchase requests, contracts, and acceptance documents; track deliveries, invoices, and payments with Finance.
• Track administrative budget and expenses; prepare regular reports and propose cost-optimization measures.
• Maintain the fixed-asset and inventory register for office property and equipment.

• Travel, Logistics & Events

• Organize business travel for employees and visiting colleagues from Abu Dhabi: tickets, hotels, transfers, and itineraries.
• Support visa, invitation, registration, and work-permit processes for foreign employees in coordination with HR and external advisers.
• Organize corporate meetings, client visits, and internal events.

• Document Management & Compliance

• Run office document flow: incoming/outgoing correspondence, registers, archiving, couriers, and filing in line with local requirements and internal policy.
• Prepare, route, and track internal orders, powers of attorney, and administrative documents.
• Ensure confidentiality of company and client information and compliance with office security and access-control rules.

• Employee Support & Onboarding

• Prepare workspaces, access cards, and equipment for new joiners together with HR and IT; support offboarding procedures.
• Act as the first point of contact for administrative requests and resolve them promptly and professionally.

• Executive & Team Support

• Provide administrative support to the leadership team: calendars, meeting coordination, preparation of materials, and communication with external parties.
• Coordinate with government bodies, banks, and other external organizations on administrative matters, as required.

• Process Improvement

• Develop and maintain administrative procedures, checklists, and templates; continuously improve service quality and efficiency.

Education & Experience

• Bachelor’s degree in Business Administration, Management, Economics or a related discipline.
• Minimum 4+ years of experience in office administration, facilities, or general services, preferably in an international or technology company.

Knowledge & Skills

• Strong knowledge of office management, procurement basics, and vendor coordination.
• Good understanding of document management practices and Kazakhstan administrative and labor regulations; familiarity with migration procedures for foreign employees is an advantage.
• Proficiency in MS Office / Google Workspace; experience with ERP or procurement systems is a plus.
• Excellent organizational and time-management skills; ability to prioritize and handle multiple tasks.
• Attention to detail, integrity, and discretion when handling confidential information.
• Proactive, service-oriented mindset and strong interpersonal skills.

Languages

• Fluent in Kazakh, Russian, and English (written and spoken).

Nice to Have

• Experience supporting expatriate staff or working with a multinational head office.
• Experience in event organization and corporate travel management.