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Office Operations Manager
1 week ago
About the Role
As a key member of the Operations team at Alvarez & Marsal, you will be responsible for overseeing the physical workspace within our Riyadh offices. This involves ensuring day-to-day operations run smoothly, employees have the necessary resources, and the offices function effectively to create productive and efficient workplaces.
Main Responsibilities
- Monitoring stationery and IT equipment, ordering supplies, and maintaining custody.
- Overseeing office cleaning and related supplies, discussing any issues with vendors.
- Arranging and coordinating planned preventative and ad hoc maintenance for both the office and equipment, answering queries from the team, liaising with building management or external parties to organize contractors.
- Providing assistance to the Real Estate team as needed.
- Managing the maintenance and upkeep of office technology, including computers, printers, and other equipment.
- Liaising with IT to resolve technical issues and coordinating quarterly visits to the office.
Additional Duties
- Maintaining a safe and healthy work environment, ensuring compliance with health and safety regulations, implementing emergency procedures, and addressing potential hazards.
- Ensuring compliance with first aid and fire warden regulations and ongoing training requirements.
Financial Management
- Processing and paying all office-related vendor invoices on time.
- Dealing with queries relating to invoices and payments.
- Negotiating contracts and services necessary for the smooth operation of the Riyadh offices.
- Monitoring service level agreements and holding vendors accountable for performance issues.
- Negotiating hotel contracts for preferential room rates across KSA as needed for projects, new joiners, and business development activities.
- Controlling office budgets and spend, including fit-out projects.
HR Support
- Monitoring the weekly new joiners list.
- Onboarding and acting as the 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.
Leadership and Communication
- Managing junior team members to support the smooth running of the office.
- Managing local fit-out projects, including external vendor management and internal communications, ensuring compliance with global standards and local regulations.
- Coordinating room and desk reservation processes.
- Sending general office notifications to staff, communicating information such as office events, security updates, or building maintenance that could disrupt the office.
- Dealing with general queries from the team on office-related matters.
- Answering general queries, arranging desks for visitors, booking meeting rooms, and providing directions to the office.
- Updating the intranet site for Riyadh office information and news.
- Working with other regional office managers to share best practices.
- Organizing team socials and office parties as required.
- 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 organized, detail-oriented, and able to multitask in a fast-paced environment, using a 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.
