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Office Manager
3 weeks ago
Company Description
Tahaluf is rewriting the events playbook. Its purpose is transformational, its DNA digital, and its ambition unprecedented. Over the next 12 months Tahaluf will scale to further increase its lead as the largest B2B Live and On Demand Events organiser in Saudi Arabia: by SQM, Attendance, Colleagues and Revenue.
To scale at this pace requires impeccable local partners, and Tahaluf is proud to enjoy the support and partnership of several Gov and Non Gov Organisations that are at the apex of Saudi’s B2B and B2C large scale events scene. In fact, our partners don’t just support the expansion of live events in the Kingdom; they’re also the partner of choice for heavyweights like Apple, Amazon and AliBaba.
**Job Description**:
**The Role**
As the Office Manager you will be responsible for organising and coordinating office operations and procedures in order to ensure organisational effectiveness and efficiency. Responsibilities include the development (where applicable) of office related safety policies and ensuring their successful implementation.
Guided by the Head of Business and Operations, you will manage the general administrative tasks and ensure documents are tracked and controlled. You will be responsible for providing administrative support to ensure organisational effectiveness and efficiency.
**Key Performance Indicators**
- Assisting the Head of Business and Operations in all matters relating to the office, ensuring a safe, compliant and effective office environment at all times
- Great customer service and ensuring timely responses to requests from Senior Management and the wider Tahaluf team.
- Effective management of event and office licenses and ensure they are renewed in a timely manner.
- Ensuring office maintenance requests are responded to and resolved in a timely manner.
- Maintaining administrative records for all official company documentation.
- Maintaining records and compiling information for reporting purposes.
**Key Responsibilities**
**Office Management**
- Oversee the preparation of meeting rooms, refreshments for meetings and events as requested by the Senior Management team.
- Monitor all the office supplies ensuring adequate stock levels are maintained;
- Ensure events & office licenses and permissions are processed in a timely manner.
- Support and oversee office admin team ensuring continuous cover during office hours and that all visitors and callers to the company are dealt with professionally
- Take ownership for managing the office and suggest improvements.
**Administration & Document Control**
- Support the business in drafting letters in Arabic & English languages.
- Manage, maintain and update the administration filing system;
- Working on and Maintaining SECB and Etimad portals
- Compile and track information for reporting purposes
- Provide administrative support as and when required for one off short term projects as dictated by senior management (e.g. annual events) liaising with relevant parties as required;
- Coordinate travel arrangements including the processing of visas where required, as requested by senior management.
- Assist with diary management for meetings and travel of senior management
- Administration of the company medical & benefits scheme
- Administration & tracking of employee residency visas and work permits
- Administration and Compliance for RICEC
- Processing of invoices and contracts when needed by show teams
- Assisting the organisation's HR and finance functions by keeping personnel records up to date, arranging interviews and updating financial documents
**Compliance & Business Continuity**
- Coordinate, track and maintain official company documentation (e.g. POA, Trade License, PO Boxes etc.) and ensure compliance with local requirements at all times.
**Other**
- Support office wide initiatives such as Sustainability, Walk the World etc.
- Continually update knowledge and skills through professional development activities.
- Perform any other duties commensurate with this role.
**Qualifications**:
**Qualifications & experience**
- Educated to degree level or equivalent
**Background Knowledge, Skills & Experience**
**Essential**
- Minimum 2 Years’ experience in administration, preferably with an international company.
- Ability to perform basic clerical work involving judgement, accuracy and speed with mínimal supervision
- Strong communicator - speaks and writes clearly. Fluent in English and Arabic
- Able to prioritise work tasks, deadlines and use scheduling tools
- Proactive and self-motivated, team player
- Strong interpersonal and customer facing skills.
- Computer literate and proficient in the use of Microsoft Word, Excel and outlook
