Office Manager

2 weeks ago

Riyadh, Ar Riyāḑ, Saudi Arabia Jobs via eFinancialCareers Full time

Office Manager London Stock Exchange Group Riyadh, Saudi Arabia Posted 15 days ago Permanent Competitive

Office Manager

ABOUT US:

LSEG (London Stock Exchange Group) is more than a diversified global financial markets infrastructure and data business. We are dedicated, open-access partners with a dedication to excellence in delivering the services our customers expect from us. With extensive experience, deep knowledge and worldwide presence across financial markets, we enable businesses and economies around the world to fund innovation, manage risk and create jobs. It's how we've contributed to supporting the financial stability and growth of communities and economies globally for more than 300 years. Through a comprehensive suite of trusted financial market infrastructure services - and our open-access model - we provide the flexibility, stability and trust that enable our customers to pursue their ambitions with confidence and clarity.

Requirements:

  • Language requirements: Fluent English and Arabic
  • Work experience: 5 years of experience in a multinational company is preferred.
  • Saudi National required
General Accounting - as per Saudization the role has to be done by a Saudi National:
  • Vendor Management through LSEG systems (Ariba)
  • Raise Office related Purchase Orders
  • Receive and process all incoming and outgoing invoices.
  • Tracking all pending invoices and follow up with accounts payable teams who are not based in Saudi.
  • Escalate delayed payments.
  • Prepare all Office Petty Cash and handle safe.
  • Reconcile all used Petty Cash Vouchers
  • Send report Petty Cash Report to Finance
  • Works with site lead on handling local bank KYC paperwork when needed (recurring task with the bank)
  • Coordinate with manpower all contractor related implementation from invoicing, to translating etc.
  • Handles the relationship with auditors and provide all needed support to finalize the annual audit, issuing the financial statement and Tax return
  • Accomplish LSEG financial controller demands and needs.
  • Scanning and coding of all the payment invoices.
General office management:
  • Work closely with the facilities management to ensure a permanent hygiene atmosphere in the office.
  • Keep relationship with the Landlord and ensure the continuous supply of utilities.
  • Supervise and coordinate the facilities team and keep relationship with the facilities service provider Company.
  • Responding and directing of emails on office inbox
  • Processing of all mail incoming and outgoing
  • Office walk throughs/inspections on a regular basis
  • Managing of cleaning staff
  • Managing of office driver
  • Manage the relationship with mobile operators.
  • Renew the company commercial register on quarterly basis and keep track of the renewal of the Tax card and VAT certificate.
  • Manage and keep track of all incoming shipments and all outgoing couriers.
  • Keep track of the Flight, hotel booking and the entry visa issuing for LSEG staff.
  • Prepare all needed invitation letters for the visitors and anything that is employee related for travel.
  • Keep track of the office stationery stock and prepare the stationery orders (Stationery, paper & Ink for photocopier, envelops)
  • Coordinate the local contract signature for any local suppliers like manpower, medical, etc.
Ad-Hoc Office:
  • Organize and secure grocery and pantry supply.
  • Arrange for F&B for special events held in the office (~3-4 times per year, client receptions etc.)
  • Arrange for meetings and conference calls for leadership team / External Clients / Vendors
  • Work with site lead and coordinate with stakeholders regards/during audits
  • Keep track of contractors' adhering to have accurate paperwork (work permit, etc. when in office)
Immigration / PRO and HR Administration:
  • Manage corporate assets in the office, e.g., laptops and other electronic equipment inventory and handover to employees with central technology teams.
  • No local technology representative- support newcomer and leavers hardware delivery and collection as we all set up.
  • Coordinate onboarding activities for new joiners on the ground across various internal units
  • Manage payroll with local authorities.
  • PRO related activities including and not limited to:
    • Visa/Immigration process issuance
    • Work permit issuance
    • GOSI (social security paperwork and registration)
    • Ministry of labor contract upload in relation to visa application and feeding into the WPS/GOSI locality adherence. Everything is in Arabic with local national requirement.
    • Communicate and implement governmental changes that impact employees and how we operate in Saudi from Saudization to local role requirements, etc.
    • Has very well-established connections and knows way around the governmental bodies to get paperwork done from hire to retire and compliance to local regulations.
    • Ongoing audit to process/paperwork to make sure in adherence to local requirements and coordinating with internal stakeholders with guidance and consultation on the best way forward.
  • Manage government relations related to business operations.
  • Register no objection letter on government portal - all letters issued in Saudi must be authenticated through the government.
  • Prepare letters for all visa types in local language (Arabic)
  • Matters related to medical certificate confirmation for travel.
  • Matters related to medical registrations for employees requiring local details/adherence to local steps (i.e. hard copy documents, etc.)
  • Assist with hotel bookings where no corporate credit card is available.
  • Assist in Car insurance renewal.
  • Assist in Car registration renewal.
  • Manage local filing registrar which is very important as per local governmental audit to be highly maintained.
  • Coordinate ink signature of employee contracts/addendums etc. and employee contract translation.
LSEG is a leading global financial markets infrastructure and data provider. Our purpose is driving financial stability, empowering economies and enabling customers to create sustainable growth.

Our purpose is the foundation on which our culture is built. Our values of Integrity, Partnership , Excellence and Change underpin our purpose and set the standard for everything we do, every day. They go to the heart of who we are and guide our decision making and everyday actions.

Working with us means that you will be part of a dynamic organisation of 25,000 people across 65 countries. However, we will value your individuality and enable you to bring your true self to work so you can help enrich our diverse workforce. You will be part of a collaborative and creative culture where we encourage new ideas and are committed to sustainability across our global business. You will experience the critical role we have in helping to re-engineer the financial ecosystem to support and drive sustainable economic growth. Together, we are aiming to achieve this growth by accelerating the just transition to net zero, enabling growth of the green economy and creating inclusive economic opportunity.

LSEG offers a range of tailored benefits and support, including healthcare, retirement planning, paid volunteering days and wellbeing initiatives.

We are proud to be an equal opportunities employer. This means that we do not discriminate on the basis of anyone's race, religion, colour, national origin, gender, sexual orientation, gender identity, gender expression, age, marital status, veteran status, pregnancy or disability, or any other basis protected under applicable law. Conforming with applicable law, we can reasonably accommodate applicants' and employees' religious practices and beliefs, as well as mental health or physical disability needs.

Please take a moment to read this privacy notice carefully, as it describes what personal information London Stock Exchange Group (LSEG) (we) may hold about you, what it's used for, and how it's obtained, your rights and how to contact us as a data subject.

If you are submitting as a Recruitment Agency Partner, it is essential and your responsibility to ensure that candidates applying to LSEG are aware of this privacy notice.

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