Office Manager

JOB DESCRIPTION

Job Title

Admin and On-Ground Operations Lead aka Katsudōsha (活動者) – The Activator

At Kenshō, Katsudōsha is more than a title; it's a spirit.

It refers to "the one who moves," the team member who brings energy, responsiveness, and proactive execution to every task.

As a Katsudōsha, this role is the dynamic force that powers our operations on the ground, ensuring that systems flow, challenges are solved, and people are supported before they even ask. From managing logistics and office coordination to enabling smooth onboarding, translating vision into action, and upholding company rituals and laws, the Katsudōsha is the reliable engine behind the scenes.

Role Overview

The Admin and On-Ground Operations Lead is a dynamic, bilingual professional who plays a pivotal role in supporting Kenshō's operational foundation across Oman and Dubai. Acting as the on-ground extension of our HR, operations, and translation teams, this role ensures smooth execution of administrative tasks, internal coordination, and logistical support across departments.

Key Responsibilities

1.Administrative & Operational Coordination

•Serve as the on-ground extension of the Head of People, supporting HR tasks that require local presence, such as handling contracts, licenses, renewals, tenancy agreements, medical documentation, and onboarding.

•Coordinate recruitment paperwork, employee records, visa processing, accommodation arrangements, and health insurance renewals.

•Manage document control and maintain organized bilingual filing systems (both hard copy and soft copy), ensuring accessibility and compliance.

•Oversee day-to-day office logistics across Oman and Dubai, including transportation coordination, office supplies, and facility maintenance.

•Keep ClickUp records updated, track talent production sheets, and provide internal coordination support to various departments.

•Supervise local administrative staff, including drivers, PROs, and office support teams, ensuring roles are executed efficiently.

•Act as the go-to person for urgent, in-person tasks that require immediate resolution or follow-up.

•Support the planning and execution of internal meetings, events, and ad hoc operational needs.

•Coordinate and implement team-building activities and internal staff engagement initiatives to foster a collaborative work culture.

•Manage outsourced freelancer relations, including onboarding, coordination, and tracking for Upwork hires and other project-based collaborators.

•Handle official documentation processes such as stamping, attestations, and submissions as required for legal and business continuity.

•Support agency-wide initiatives such as Kenshō Konnect, ensuring participation and proper documentation of internal activities.

•Enforce and maintain internal office guidelines and codes of conduct, ensuring a respectful and productive workspace across all locations.

•Manage all internal communications related to public holidays, including announcements, leave adjustments, and coordination of office closures across Oman and Dubai.

•Act as the main liaison with the broader Kenshō team ("the tribe"), ensuring timely updates, clarity, and alignment on agency-wide operational matters.

2. IT & Digital Access Coordination

•Act as liaison between employees, the IT consultant, and troubleshooting support for all device and access matters.

•Ensure company laptops, tools, and software are properly allocated, maintained, and accessible.

•Oversee IT onboarding: create emails, assign software access, and ensure smooth setup for new hires.

•Coordinate with external IT consultant to swiftly address and resolve system-related issues.

4. Executive & Personal Assistance

•Provide administrative and personal support to the CEO as needed.

•Manage logistics for key agency occasions, including birthdays, farewells, anniversaries, and team milestones (flowers, gifts, cakes, etc).

•Assist the CEO with personal errands and schedules when required, acting as a trusted extension of their day-to-day life.

Reporting & Collaboration

•Reports directly to the Head of People (operationally).

•Collaborates with Talent and Operations Executives and Finance and Operations Lead.

Position Requirements

•Working Hours: 9:00 AM to 6:00 PM

•Work Location: Muscat, Oman

•Languages: Fluency in both written and spoken English and Arabic

•Technical Proficiency: Strong computer skills and digital literacy

•Experience: 7 to 10 years of proven experience in administrative support, executive assistance, or operational coordination roles

Share a fun story at talents@kenshocom.com to be selected