Admin Assistant, B&i and Remote Sites

4 weeks ago

Hofuf, Saudi Arabia Catrion Full time

**Position Details**:
**Job Title**:
Admin Assistant, B&I and Remote Sites

**Reports To**:
Manager, B&I and Remote Sites

**Segment**:
Catering & Facilities

**Division**:
C&F Operations

**Main Department**:
B&I and Remote Sites

**Department**:
B&I and Remote Sites

**Grade**:
I2

**Job Purpose Statement**:
To perform a variety of administrative and clerical tasks. Duties of the administrative assistant include but not limited to providing support to managers and employees, assisting in daily office needs, and managing company’s general administrative activities.

**Roles & Responsibility**
- Manages and implements SACC systems to ensure that processes are followed.
- Maintains adequate staffing levels and rosters in accordance with the labour budget.
- Complete paperwork in timely and efficient manner.
- Prepare and gather information for company and client presentations.
- Develop and maintain recordkeeping systems and procedures.
- Raise recruitment requests for replacement staff when staff resigns, being terminated, and not return from leave.
- Liaise with executive administrative to handle requests and queries from senior managers.
- Inform team leaders in advance of staff movements, ensuring master file is updated and appropriate cost centre is assigned, ensuring staff movement to camp is mínimal.
- Assist in the preparation of regularly scheduled reports.
- Act as the point of contact for internal and external clients.
- Update and maintain office policies and procedures as instructed.
- Prepare clearance paper for employee. Collect present time sheet of employee from site. Prepare current time sheet base on office format and take approval from RM/OM. Attach previous time sheet.
- Coordinate with various trainers to provide training schedule when available.
- Ensure all employees are aware of the training schedule and has all the necessary documents.
- Prepare training materials and visual aids for FF, CPR & FA trainer.
- Look for alternative replacement for employees going for vacation or exit. Prepare feasible replacement and/or swap for employees on emergency cases.
- Receiving of evaluation and annual appraisal from site.
- Manage staff under control effective and as directed by your superiors.
- Keep staff board up to date and personnel records up to date.
- Manage RO Petty cash and safe keeping as per company policy.
- Ensure that each staff member is issued with a JD, signed and a copy is placed on his personal file.
- Any other task being given by his superior for action.

**Communication & Working Relationships**:
**Internal**:
Liaise with direct line manager and subordinates with effective communications to ensure smooth running of the unit. Strong effective communications demonstrating honesty and trust.

**External**:
Manage and maintain client relationships through regular formal and informal interaction.

**Minimum Requirements for The Job**:
**Qualifications**

Bachelor’s degree in BA

**Years and Nature of Experience**

3 years of experience in a similar position.

**Knowledge, Skills & Abilities**
- Flexible schedule.
- Good oral and written communication skills, with the ability to solve problems.
- Good organization skills, able to work as part of a team as well as on own abilities.
- Fluency in written and spoken English.
- The proven ability to prioritize incoming works and the ability to manage on-site works to the highest standard possible.
- Ability to read, understands, follow, and enforce safety procedures.
- Ability to process computer data and to format and generate reports.
- Knowledge of office management systems and procedures.
- Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
- Excellent time management skills and the ability to prioritize work.
- Attention to detail and problem-solving skills.
- Excellent written and verbal communication skills.
- Strong organizational skills with the ability to multi-task.

**English Level**

Read Write Speak

**Approval Signatures**

**HCM Department**

**Department Manager**

**Date**:
**Date**:
**Last updated date: 15 May 2023**

نوع الوظيفة: دوام كامل, دائم

الراتب: من ﷼4,444.00 لكل شهر

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