Office Manager

2 days ago

Riyadh, Ar Riyāḑ, Saudi Arabia Alvarez & Marsal Deutschland GmbH Full time

Description

About the firm

Alvarez & Marsal is a global professional services firm offering turnaround management, corporate restructuring and performance improvement for companies and stakeholders. Blending operating managers, functional experts and consultants, we are committed to our core values. A&M has evolved from a boutique player to the premier independent global professional services firm with a reputation for providing leadership, problem-solving and value-creation to under-performing and robust companies across the industry spectrum. The firm today tackles wide ranging issues, with a focus on preserving and maximizing enterprise value.

Overview of the Role

As an Office Manager, you will be part of the Operations team, and responsible for overseeing the physical workspace within our fast-paced Riyadh offices, ensuring day-to-day operations run smoothly, employees have the necessary resources, and the offices function effectively to create productive and efficient workplaces. The role reports into the Country Operations Senior Manager, Saudi Arabia. Working Sunday to Thursday from 9am to 6pm.

Responsibilities

Office support

  • Stationery and IT equipment - monitoring, ordering, and custody.
  • Monitoring office cleaning and related supplies, discussing any issues with the vendor.
  • Arranging and overseeing planned preventative and ad hoc maintenance for both the office and equipment, answering queries from the team, liaising with the building management team or external parties to organise contractors.
  • Assisting the Real Estate team as and when issues arise.
  • Overseeing the management and maintenance of office technology, including computers, printers, and other equipment.
  • Liaising with IT to fix issues and co-ordinating quarterly visits to the office.

Health and Safety:

  • Responsibility for maintaining a safe and healthy work environment.
  • Ensuring compliance with health and safety and fire regulations, implementing emergency procedures, and addressing any potential hazards that may arise.
  • Ensuring compliance with first aid and fire warden regulations and ongoing training requirements.

Finance:

  • Ensuring all office related vendor invoices are processed on Agresso and paid on time.
  • Dealing with any queries relating to invoices and payments.
  • Negotiate contracts and services necessary for the smooth operation of the Riyadh offices.
  • Monitor service level agreements, hold vendors accountable for any performance issues.
  • Negotiate hotel contracts for preferential room rates across KSA as needed for project, new joiner and business development activities.
  • Control office budgets and spend including fit-out projects.

HR Support:

  • Monitoring the weekly new joiners list.
  • Onboarding and acting as first point of contact for new joiners.
  • Issuing and managing security passes for new joiners, team members and contractors.
  • Coordinating with IT to ensure laptops, mobile phones and other equipment for new joiners are delivered in good time.

Communication & management:

  • Managing junior team members to support the smooth running of the office.
  • Manage local fit-out projects including external vendor management and internal communications, ensuring compliance with global standards and local regulations.
  • Coordination of room and desk reservation processes.
  • Sending general office notifications to staff, communicating information, such as office events, security updates or any building maintenance that could disrupt the smooth running of the office.
  • Dealing with general queries from your team on office-related matters.
  • Answering general queries, arranging desks for visitors, booking meeting rooms, requests for directions to office etc.
  • Updating the intranet site for Riyadh office information and news.
  • Working with other regional office managers to share best practise.
  • Where required, organising team socials and office parties.

Requirements

  • Relevant managerial experience, preferably in a professional services environment.
  • Proven track record of exceeding expectations and driving results.
  • Excellent oral and written communication skills to effectively communicate with team members, clients, and external stakeholders.
  • Proficient in advanced computer software applications including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Professional approach, exceptional interpersonal and relationship-building skills.
  • Strong leadership skills, offering guidance and acting as a mentor to team members.
  • Collaborative, innovative and team-oriented with a positive "can do" attitude.
  • Ability to handle sensitive and confidential information with maximum discretion.
  • Must be organised, detail-oriented and able to multi-task in a fast-paced environment, using flexible mindset to shift priorities.
  • Strong analytical and problem-solving skills, with the ability to adapt to a dynamic work environment.
  • Ability to proactively perform projects to successful completion within specified deadlines and be involved in executive business dealings.
  • Knowledge of current health and safety legislation.
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