Office Manager

Job Purpose:

• The Office Manager plays a key role in ensuring smooth administrative operations and providing high-level support to the General Manager in a luxury hospitality and yacht club environment.
• This role requires a proactive, highly organized, and detail-oriented individual who can manage office administration, coordinate executive functions, and assist in operational management while upholding the highest service standards expected in a prestigious private club.

Job Responsibilities:

Executive Support to the General Manager

• Act as the primary point of contact between the GM and internal/external stakeholders.
• Manage the GM’s schedule, meetings, and travel arrangements.
• Prepare reports, presentations, and correspondence on behalf of the GM.
• Assist in confidential matters, maintaining discretion and professionalism at all times.

Office Administration & Operations Management

• Oversee the day-to-day office operations to ensure efficiency and organization.
• Manage office supplies, office equipment maintenance, and vendor contracts.
• Maintain digital and physical filing systems for administrative and club records.
• Ensure compliance with company policies, procedures, and industry regulations.
• Act as a liaison between departments to ensure seamless communication and coordination.

Member & Guest Relations Support

• Assist with high-profile member and VIP guest requests on behalf of the GM.
• Handle inquiries and complaints with professionalism and a service-first mindset.
• Ensure that all administrative tasks align with the club’s luxury service standards.
• Organize and oversee executive-level club events as needed.

HR & Staff Coordination Support

• Assist the HR department with staff scheduling, onboarding, and documentation.
• Help coordinate employee engagement initiatives and internal communications.
• Monitor and track employee performance reviews, training, and compliance.
• Support recruitment processes by liaising with candidates, scheduling interviews, and maintaining records.

Financial & Procurement Support

• Assist finance director basic financial tasks such as invoice processing, expense tracking, and petty cash management.
• Work with finance director to ensure timely submission of financial reports.
• Oversee office and operational procurement, ensuring cost-effective purchasing while maintaining luxury standards.

Event & Meeting Coordination

• Organize and coordinate executive meetings, including agenda preparation and minutes recording.
• Assist events manager in planning and executing club events, board meetings, and VIP gatherings when needed.
• Ensure that all executive logistical needs for meetings and events are met, including catering, AV support, and guest accommodations.

IT & Communication Support

• Manage office communications, including emails, phone calls, and internal messaging systems.
• Assist in maintaining digital records and supporting IT-related administrative tasks.
• Ensure seamless use of digital tools for guest bookings, event planning, and member communications.

Safety, Quality & Environment

• Apply safety, quality and environmental management policies, procedures, and controls to ensure employee safety, legislative compliance, delivery of high-quality products/service and a responsible environmental attitude.

Continuous Improvement

• Contribute to the identification of opportunities for continuous improvement of department’s systems, processes and practices considering ‘international best practice’, improvement of business processes, cost reduction and productivity improvement.

Job Requirements:

Qualifications & Experience:

• Bachelor’s degree in Business Administration, Hospitality Management, or a related field preferred.
• 5+ years of experience in office management, executive assistance, or hospitality administration.
• Prior experience in luxury hospitality, private clubs, yachting, or high-end resorts is an advantage.
• Strong proficiency in Microsoft Office Suite, CRM software, and administrative tools.
• Excellent written and verbal communication skills in English and Arabic.
• Ability to handle confidential information with discretion and professionalism.
• Strong multitasking, organizational, and problem-solving skills.
• Ability to work in a fast-paced, high-pressure environment while maintaining attention to detail.

Skills:

Preferred Skills & Attributes:

• Experience working with high-net-worth individuals and VIP clientele.
• Strong customer service orientation with a refined, luxury hospitality mindset.
• Ability to anticipate the needs of executives and proactively provide solutions.
• Multilingual skills (English and Arabic required, any further languages preferred but not required).

Work Environment & Expectations:

• Must be flexible to work beyond standard office hours, including evenings and weekends as needed.
• Hands-on role requiring active engagement with staff, members, and executives.
• Professional appearance and demeanor required to uphold the club’s prestige

Job Context:

• The Amaala Yacht Club aims to be recognized as the unrivalled yacht club on the Red Sea coast
• attracting, encouraging and involving members and visitors to Amaala in the enjoyment of
• yachting and other water-based pursuits and a shared commitment to ocean health.