Office Administrator
3 days ago
**Overall Purpose of the role**
The Administrative Assistant is responsible for overall administrative support to the team, executives and the Owners. Administrative Assistant is running and coordinating the day-to-day administrative duties of the company.Riyadh office, and will closely collaborate with the head office in the UAE
**Key Objectives**
- General office management matters
- Housekeeping plan and daily follow-up
- Reporting to ADMIN Director Riyadh Office Head
- Communications
- Appointments and Reservations
- Agendas and Documents
- HR and Finance support
- People and Culture
**Expectations & Responsibilities related to your role**
**1. **COMMUNICATIONS**
- Efficiently handles communication with staff members, management, the owners and clients, visitors and stakeholders.
- Accurately expediting urgent, confidential, and important correspondence to appropriate personnel as needed.
- Handle internal and external communications with grammatical accuracy, professional writing style and fast response.
**2. **APPOINTMENTS AND RESERVATIONS**
- Keeping Managers and the Owners calendars accurate.
- Making meeting reservations and facilitates a smoothness the flow.
- Keeping internal meetings accurate, making sure time and attendances are as per the schedule.
- Flight and hotel bookings for business travels for staff.
**Other**
- Updates HR with documents as requested and in a timely manner. Takes responsibility for the validity of own documents including visa. Ensures all resource arrangements are informed and agreed with HR before proceeding. Has an awareness of KSAUAE work regulations.
- Interested in own and team health and well-being, contributes to office initiatives.
- Respects office and team timing.
**4. **AGENDAS AND DOCUMENTS**
- Prepares documents and agendas and distributes them in timely manner.
- Accurately prepares purchase requisitions.
- Keep tidye and organize internal and confidential files.
**FINANCE AND HR**
- Manual staff attendances tracking.
- Making sure biometrics fingerprint are taken for new staff.
- Handles petty cash expenses and liquidations.
- Supports HR administrative functions with the PRO and the UAE HR Unit.
- Organize and maintain staff personal and confidential files.
- Support HR and Finance Department Units in UAE with any related tasks and projects.
**Person Profile**
**Education and Training**
- Degree educated - Bachelor in Administration, Management or similar
- Excellent communications skills.
- Excellent organizing skills.
- Advanced MS Office skills.
- Excellent command of written and spoken English.
**Experience**
- Previous experience in office management
- Proven experience supporting senior staff and executives
- Proven experience supporting HR and Finance functions.
- **Industry Experience - **preferably reputable architecture practices, engineering or consultancy office
- **Years worked following graduation -** minimum 8 years
**Personal Qualities**
- An enthusiasm for supporting business functions, “people’s” person.
- Enthusiasm for architecture and design.
- An ambitious personality, capable of achieving.
- Agility - flexible, addresses obstacles and is pro-active in finding rapid solutions.
- Resilience.
- Multi-task.
- Able to work under pressure and to tight deadlines.
**Role Summary**
- Office-based
- Occasional travel may be required
Ability to commute/relocate:
- Riyadh: Reliably commute or planning to relocate before starting work (required)
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