Office Manager
Saudi Arabia

Job Reference: --009012

Location: Saudi Arabia

Closing Date: 31/12/2019

Department: Administration

Division: Informa Markets

Key Performance Indicators

  • Assisting Senior Management Team with requests.
  • To insure getting the proper events & office licenses & permissions in a timely manner.
  • Ensuring office emergencies and maintenance requests are responded to and resolved in a timely manner.
  • Supervision of the reception.
  • Maintaining administrative records for all official company documentation.
  • Maintaining records and compiling information for reporting purposes.

key dimensions:

Main Duties & Responsibilities:

Office Management

  • Oversee the preparation of meeting rooms, refreshments for meetings and events as requested by the Senior Management team.
  • Monitor all the office supplies ensuring adequate stock levels are maintained;
  • Support and supervise the Receptionist and Office Assistants ensuring continuous cover during office hours and that all visitors and callers to the company are dealt with professionally
  • Take ownership for the business and suggest improvements.

Administration & Document Control

  • Working and managing SECB and Etimad portal.
  • Support the business in drafting letters in Arabic & English languages.
  • Manage, maintain and update the administration filing system;
  • Compile and track information for reporting purposes
  • Provide administrative support as and when required for one off short term projects as dictated by senior management (e.g. annual events) liaising with relevant parties as required;
  • Coordinate travel arrangements including the processing of visas where required, as requested by senior management.
  • Assist with diary management for meetings and travel of senior management
  • Administration of the company medical & benefits scheme
  • Administration & tracking of employee residency visas and work permits.

Compliance & Business Continuity

  • Coordinate, track and maintain official company documentation (e.g. POA, Trace License, PO Boxes etc.) and ensure compliance with local requirements at all times.
  • Administration and compliance for RICEC

Other

  • Support office wide initiatives such as Sustainability, Walk the World etc.
  • Continually update knowledge and skills through professional development activities.
  • Perform any other duties commensurate with this role.

 

Person Specification

Minimum Education Level:

  • High school/college diploma

Background Knowledge, Skills & Experience:

Essential

  • Saudi National
  • Minimum 2 Years’ experience in administration “preferably with an international company”.
  • Ability to perform basic clerical work involving judgement, accuracy and speed with minimal supervision
  • Speaks and writes clearly and fluently in English and Arabic to both individuals and groups
  • Computer literate and proficient in the use of Microsoft Word, Excel and outlook
  • Able to prioritise work tasks, deadlines and use scheduling tools
  • Proactive
  • Interpersonal and customer facing skills
  • Cultural awareness and sensitivity
  • Self motivated.

 

Back