Office Admin Manager- Saudi National
1 month ago
*** Must be a Saudi National
Your role
Reporting directly to the General Manager, you will provide high quality assistance to the senior management of the company, along with supporting the wider administrative team with day-to-day tasks in the studio. You will be responsible for co-ordinating and organising facilities/ premises related activities to ensure the smooth running of the Riyadh office as well as assisting with business administration, marketing, bids, and human resources activities in close cooperation with the relevant group services teams.
What you will do
- General business administrative support whenever necessary.
- Co-ordinate and oversee all premises related maintenance/ issues, appointments, internal/ external meetings, and travel arrangements.
- Manage and administrator relevant company registrations and licenses.
- General office administration, involving filing, maintaining contacts on company information database, logging and checking change orders, maintaining all office equipment, including toner cartridges and arrange collection/ posting refreshments/ grocery/ stationary supplies and raising purchase orders.
- Assist in the production of fee/ bid proposals, submissions and presentations for potential new work using Affinity and PowerPoint.
- Assist the Marketing and Communications team in organising both external client events and internal events.
- Liaise with the Marketing and Communications and Bids teams in the creation of submission documents and other new business documents including (but not limited to) sector portfolios, profile pages and assist with the updating of welcome books.
- Assist/ support the Marketing and Communications team with award and directory submissions.
- Oversee and organise local /overseas conferences.
- Meet and greet visitors as well as preparing refreshments for visitors and meetings.
- Manage incoming and outgoing post including handle mail, screen calls and take messages.
- Prepare, format, and print all required correspondence, and update our CRM (Spider) system as required.
- Handle highly confidential documents.
- Monitor professional memberships and arrange for renewals as required, with support from the People and Culture Team
- Process the Director’s expenses/ company credit card reconciliation with support of Studio Support Team
- Ensure health and safety standards are maintained (to include organising PPE Equipment, fire checks etc.)
- Assist the Director with the recruitment process including arranging interviews and providing feedback to both agencies and People and Culture team.
- Collect new starter paperwork on their first day and send a photograph to the People and Culture team.
- Inform the People and Culture team of any staff changes (to include starters, leavers).
- Assist with the management of non-project audit for the Riyadh studio with the support of the Director of Practice.
- Demonstrate the highest professional standards and to act as an “Ambassador” for the Company
- Develop an understanding and appreciation of the practice, its organisation, ethics, and philosophy.
- Identifies opportunities and win new work from new and existing clients.
- Monitor e-portals such as Etimad to identify new opportunities and manage the submissions of bids through that portal responding to enquiries as appropriate.
- Build productive client relationships and demonstrate a clear understanding of client and organisation.
- Actively research new markets and pass this information to the Group Business Development Director, in order to develop new strategies for winning business.
- Undertake follow up meetings with business contacts to build and maintain relationships locally and act as a conduit for the team based elsewhere.
- Any other duties that are consistent with the job role as may be required from time to time.
Your skills
- Able to balance and prioritise workload and work in an effective and efficient manner.
- Excellent interpersonal and communication skills.
- Excellent telephone manner and able to communicate confidently and effectively manage client expectations.
- Excellent working knowledge of Word, Excel, Outlook, PowerPoint and knowledge of Affinity Publisher or the aptitude to learn.
- Able to multi-task and work to tight deadlines
- Highly organised, efficient, and able to use initiative to resolve problems.
- Excellent attention to detail.
- It is essential the role holder is fluent in Arabic.
- Educated to a degree level is preferable.
- Experience of working within facilities/ premises management/ secretarial function.
- Experience at working within a business development or marketing function would be desirable.
- Experience of working in an architects practice or similar industry would be an advantage.
Tiger is B Corp Certified. We are part of a global movement of businesses committed to improving social and environmental conditions around the world.
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