I Heart Arabi is the premier destination for high-quality audio storytelling in the MENA region. As an extension of i Heart Media - 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 i Heart Arabi 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 i Heart Arabi podcast studio space within the office (in partnership with production teams)
Employee Support
Serve as liaison for i Heart Media 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, Power Point).
Experience managing vendors, budgets, and facilities.
Strong problem-solving skills and ability to work independently.
Ability to work from the i Heart Arabi 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