Administration Executive

2 weeks ago

Riyadh, Ar Riyāḑ, Saudi Arabia MENA Recruit Full time

Title:

Administration Executive

Primary Objectives:
To provide the client's office with full GRO and administrative support, to provide simple business translations at a consistent high standard and to assist their Middle East Operations Manager and their Riyadh Office Coordinator with local office management projects

Location:
Riyadh, Kingdom of Saudi Arabia

MUST BE SAUDI NATIONAL

Primary Responsibilities:

  • Assist with government departments and agencies such as Ministry of Justice, Ministry of Labour, Chamber of Commerce, Muqeem, Ministry of Commerce, SDAIA, etc.
  • Manage Iqama renewals for staff and dependents (where appropriate) in accordance with local regulations
  • Issue exit and re-entry visas for non-Saudi staff
  • Assist in issuing Saudi visit visas to visitors residing outside KSA
  • Support with renewals of licences, and regulatory and business subscriptions
  • Report all government related activities affecting the business to the Managing Partner, Operations Manager and/or Office Coordinator as appropriate
  • Oversee vendor registrations in Arabic and maintain vendor relationships alongside the Operations Manager and Office Coordinator
  • Assist with fact finding and submitting RFPs via the Etimad portal
  • Prepare and submit expense claims on behalf of the team using Chrome River
  • Provide accurate business translations from Arabic to English and vice versa
  • Orders business cards for the team ensuring the English and Arabic text is aligned and accurate
  • Manage office vehicle registration, maintenance, and insurance renewals
  • Driving duties to include collections and deliveries
  • Assist with updating client information and relevant databases on InterAction
  • Maintain a clean and tidy meeting room with well-stocked stationery
  • Provide ad hoc front of house support such as greeting clients and visitors in a professional manner, preparing drinks and/or snacks and/or lunches (as appropriate) for client meetings
  • Manage and procurement of office supplies
  • Support with printing, scanning and binding tasks as and when required
  • Manage own email account including timely response times, filing of emails (including hard copy filing where necessary)
  • Assist Office Coordinator and Operations Manager with ad hoc office management projects
  • Assist other regional Business Services Managers with local on the ground project support
  • Adhere to firm and local office policies and procedures, including those that are formal, informal, documented or verbal

Key Performance Indicators:

  • Translations produced to a high level of accuracy and completed within agreed timeframes
  • Task based work is consistently completed as requested, within agreed timeframes and is of a consistently high standard
  • A reputation within the practice for being an adaptable, flexible, and supportive team player
  • A reputation amongst Business Services groups for being an effective communicator and for working with them to achieve positive outcomes
  • Compliance with the client firm's policies, guidelines, and recommended ways of working
  • Actively participate in the client firm's annual performance review process, using knowledge of the Business Support Competency Framework to set professional goals
  • Self-motivated and results oriented

Qualifications, Skills & Experience:

  • Solid experience in government services systems and portals
  • Proficient in Arabic and English both written and verbal
  • Proven relationship management skills including communicating across all levels throughout the firm
  • Good knowledge of Microsoft Outlook, Word, and basic Excel
  • Excellent written and verbal communication skills in both Arabic and English with a demonstrated ability to build effective and trusting relationships with people internally and external to the firm
  • Proven high level organisational and time management skills with the ability to think ahead, prioritise workload, respond to and manage changing circumstances and work under pressure to meet deadlines
  • Strong attention to detail
  • Good judgement and problem-solving ability

Competencies:

Personal Leadership

  • Takes pride in their work and positively impacts those around them
  • Inspires confidence by consistently delivering quality work
  • Maintains composure under pressure by finding ways to manage their reactions to challenging situations
  • Behaves consistently with the firm's values and brand and inspires this in others

Connects and Collaborates with People

  • Takes an active interest in others and gets to know the people they interact with
  • Treats people with respect and in a fair and consistent way
  • Adopts a positive communication style, even when challenged by others

Contributes to the Success of Others

  • Maintains an awareness of the firm's purpose, objectives and structure
  • Recognises how their work contributes to and affects the work of others, and prioritises and communicates accordingly
  • Identifies opportunities to assist others and readily volunteers their help

Enhances the Client Experience

  • Finds ways to enhance the experience of the firm's clients through their daily tasks
  • Shows a willingness to go the extra mile to deliver great service

Achieves Results

  • Goes above and beyond to contribute to the success of the firm
  • Pays attention to the quality and accuracy of their work
  • Suggests new ideas or ways of doing things in a confident, constructive, and sensitive way

Salary:
SAR 15,000 max

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