Operations and Office Manager

Introduction

Legacy Private Office, an exciting start-up based in Riyadh, Saudi Arabia, is on a mission to become the leading concierge and lifestyle management company for high-net-worth individuals in the region. We offer a holistic suite of luxury services, meticulously tailored to support our clients entire lifestyle needs. From private jet charters and bespoke travel itineraries, to securing prime real estate and curating event experiences, our team acts as trusted advisors, always prioritizing our clients best interests. We support our clients with everything they require from hiring private staff to personal shopping. With capital and domain expertise backing our vision, recruits have the unique opportunity to be part of something special from the ground up.

We are seeking entrepreneurial-minded individuals who thrive in a dynamic and fast-paced environment. Ideal candidates are resourceful, detail-oriented, and committed to delivering exceptional service. As a member of our team, you will be key in scaling our business and being an ambassador for our exclusive brand. If you are passionate about luxury services, eager to contribute to the growth of a pioneering company, and ready to embrace the challenges and rewards of an entrepreneurial role, we would love to hear from you. Join us and be part of creating a legacy of excellence in the concierge industry.

Role: Operations & Office Manager

Key Responsibilities:

Business Operations Management: Oversee bookkeeping, office management, and HR & staff management to ensure smooth and efficient operational processes.

Concierge Task Support: Provide exceptional support for clients concierge tasks, demonstrating flexibility and a commitment to outstanding client service.

Sales Operations Support: Assist relationship managers by producing travel itineraries, managing reservations with suppliers, and supporting the sales team.

Supplier Management: Engage regularly with suppliers to ensure client requests are fulfilled and manage financial matters such as invoicing.

Records Management: Maintain and update the client & reservations database, ensuring up-to-date traveler profiles and accurate management information/data.

Project Management Support: Assist the Management Team with venture or pilot project management, including team training, progress monitoring, and planning.

Technology Management: Oversee the office's technology needs, ensuring all hardware and software effectively support operations, and train staff on new technologies as necessary.

Day-to-Day Business Support: Manage office facilities, internal communications, and events, and act as a central support figure in daily operations, assisting team members to achieve company goals.

The Ideal Candidate:

Experience Required:

- Proven experience in office management or as an executive assistant, preferably within the luxury travel, hospitality, or service industry.

- Competence in handling bookkeeping and financial management tasks.

- Demonstrated experience supporting high-level executives and managing office operations efficiently.

- Experience in client-facing roles with a focus on high-end client needs.

- Project management skills with familiarity with project tools.

- Proficiency in CRM and office management software.

Personal Traits:

- Exceptionally organized and detail-oriented, capable of managing multiple tasks simultaneously.

- Strong communication and interpersonal skills, able to build relationships with team members, suppliers, and VIP clients.

- Flexible and adaptable, with the ability to pivot between tasks and support different departments as needed.

- A problem-solving mindset with the ability to anticipate needs and propose effective solutions.

- A strong sense of discretion and professionalism, particularly when handling confidential information or dealing with high-profile clients.

If this aligns with your experience and career goals, we invite you to apply and join us on this exciting journey at Legacy Private Office.