Office Manager / Office Administrator

iHeartArabi is the premier destination for high-quality audio storytelling in the MENA region. As an extension of iHeartMedia - the #1 audio company in the United States - we combine global production standards with deep regional relevance. We are dedicated to creating culturally resonant podcasts and audio content that entertains, informs, and connects with Arabic-speaking audiences worldwide.   

About the Role

We are seeking a highly organized, proactive, and resourceful Office Manager / Office Administrator to support the launch and day-to-day operations of our Doha office. This role will serve as the operational backbone of the office, ensuring a professional, efficient, and welcoming work environment while supporting employees, visitors, vendors, and leadership.

The ideal candidate is a self-starter who thrives in a fast-paced environment, enjoys building processes from the ground up, and can effectively manage multiple priorities while maintaining exceptional attention to detail. This role is expected in office 5 days a week at the iHeartArabi office located in Msheireb. 

Key Responsibilities

Office Operations & Administration

• Manage the day-to-day operations of the Doha office.
• Ensure the office is fully functional, organized, and maintained to a high standard.
• Coordinate procurement and setup of office supplies, office equipment, computers, production equipment, furniture, and facilities management.
• Serve as the primary point of contact for landlords, building management, utilities, and service providers.
• Establish and maintain office policies, procedures, and administrative systems.
• Oversee office budgets, invoices, expense tracking, and vendor payments.

Facilities & Vendor Management

• Manage relationships with external vendors, suppliers, contractors, and service providers.
• Coordinate maintenance, repairs, cleaning services, security, and other facility-related requirements.
• Monitor service agreements and ensure compliance with contractual obligations.
• Negotiate and manage office-related procurement and purchasing activities.
• Coordinate recording schedules for the iHeartArabi podcast studio space within the office (in partnership with production teams)

Employee Support

• Serve as liaison for iHeartMedia corporate team in the US for new hires:
• Coordinate preparation of job descriptions with hiring managers
• Manage job postings and initial candidate screening
• Assist with immigration processes, for new and existing employees
• Coordinate new hire onboarding activities with payroll, benefits and other HR service providers
• Serve as the initial point of escalation for employee concerns & issues
• Serve as the first point of contact for employees and visitors and manage hospitality
• Coordinate office onboarding for new hires, including office access, workspace setup and orientation of office operations.
• Ensure office health, safety, and wellbeing standards are maintained

Executive & Administrative Support

• Provide administrative support to local and regional leadership as required
• Coordinate meetings, manage conference room and podcast studio calendars, and overall meeting logistics
• Serve as the first point of contact for employees and visitors and manage hospitality
• Manage event supplies and branded premium inventory

Compliance & Local Coordination

• Support compliance with local regulations and administrative requirements.
• Coordinate documentation and administrative processes related to business operations in Qatar.
• Liaise with government offices, consultants, and service providers when required.
• Ensure company records and documentation are maintained accurately and confidentially.

Qualifications

• Bachelor's degree or equivalent experience.
• 2+ years of experience in office management, office administration, executive support, or facilities management.
• Experience supporting a corporate or multinational office environment preferred.
• Strong organizational and multitasking skills.
• Excellent verbal and written communication skills in English and Arabic.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Experience managing vendors, budgets, and facilities.
• Strong problem-solving skills and ability to work independently.
• Ability to work from the iHeartArabi office in Msheireb 5 days a week (Sunday through Thursday)

Key Competencies

• Highly organized and detail-oriented
• Proactive and self-motivated
• Strong interpersonal and relationship-building skills
• Professional and customer-service oriented
• Adaptable and comfortable in a growing environment
• Strong sense of ownership and accountability
• Ability to handle confidential information with discretion