Ea/office Manager
7 months ago
The opportunity
Project: This opportunity is to be involved in a major mixed-use development in Riyadh. The programme consists of over 200 projects including cultural and heritage assets, F&B, retail and hotels, commercial buildings, and educational facilities.
Mace is currently providing programme management and looking for high-calibre experienced people.
We are hiring an ambitious and forward-thinking EA/office manager to join our established and growing team in Saudi.
Your responsibilities will include:
- Managing diaries and supporting the leadership team to ensure they are prepared, and their time is scheduled and managed effectively. Managing all diary-related planning and management including prioritisation, room bookings, meeting reminders, guest retrieval and room set up/catering as required.
- Taking minutes of meetings, preparing presentations, and reports.
- Processing the new starters and leavers, liaising with HR, IT, building services and ensuring a smooth transition for the new starter as well as prepping the line managers with all onboarding documents and checklists.
- Supporting wider team - being the facilitator between the department and other central services such as HR, Marcomms and IT.
- Implementing and maintaining procedures/office administrative systems.
- Ensuring all team members across the programme are aware of administration processes, to ensure the office runs efficiently and smoothly.
- Communicating and cascading HR initiatives and other updates from the business.
- Managing the Oracle timecard and absence reporting for the leadership team.
- Organising the programme of social events.
- Managing the programme overhead accounts, POs and invoices for office-related bills (such as office supplies, team dinners etc.).
- Processing of expenses and documents with approval.
- Ensuring the office is staffed with qualified first aiders and fire wardens and keeping first aid kit up to date.
- Reporting any incidents and near misses within the office on YellowJacket, a Mace internal reporting system.
- Prompting staff to ensure their training matrix and PRAs are up to date.
About you
You will have administration experience in construction or a project management background and be hungry to grow your career and enjoy the opportunities Mace has to offer.
LI-Onsite
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