Office Manager

We are looking for an **Office Manager - KSA National** to be based in **Madinah, KSA**

**Essential**
- Good level of understanding of safe working practices
- Minimum 10 years office services experience within an office environment
- Good level of awareness of appropriate contractual arrangements
- Excellent English language skills (written, reading, spoken)
- Good Microsoft Office skills (Word and Excel)
- Good AutoCAD skills (preferable)

**Behavioural Competencies**

**Essential**
- Excellent interpersonal and communication skills
- Highly organised with strong attention to detail
- Discipline to work within corporate governance procedures (seeking sign-off where required)
- Ability to function independently and intuitively in a fast-paced environment
- Ability to suggest and ultimately introduce new initiatives to keep costs to a minimum
- Excellent time management skills
- Able to act on own initiative and operate in a proactive manner
- Willing to work evenings and weekends as and when required

**Responsibilities**
- ** Staff Management**:

- Day to day management of team
- Performing professional development reviews and developing job descriptions for staff with a direct reporting line
- ** Reception**:

- Day to day management of receptionists providing a level of service commensurate with a FTSE250
- ** Security**:

- Management of controlled, safe and secure access/egress to and from company premises; staff, visitors, service contractors, cars and the like
- Day to day management of security contracts
- Develop scope of works and KPIs
- ** Travel and Accommodation Management**:

- Day to day management of administrators ensuring all bookings for Qatar flights and hotel/apartment accommodation requests are actioned within company’s processes and procedures
- Liaising with Landlords/Hotels/Airlines for best rates for business
- ** Space Planning and Management**:

- Conduct space analyses
- Prepare zone drawing layouts
- Develop outline and detailed AutoCAD drawing layouts
- Liaise with design teams to prepare Mechanical and Electrical drawing layouts
- Arrange drawing layouts for Municipality/Civil Defence submissions
- Assist in the preparation of corporate space, layout and workstation standards
- Develop CAFM system
- ** Office Fit-out & Modifications Works**:

- Assist with project co-ordination (including IT and Building Services)
- Prepare technical specifications, tender and contract documentation
- Prepare letters for issue to landlord and statutory authorities
- Prepare tender analyses
- Oversee physical changes to the office
- Prepare minutes of meetings
- Conduct post-occupancy reviews
- ** Office Move Management**:
- Project co-ordination
- Meet and discuss changes with internal clients
- Determine furniture, equipment and resource requirements
- Manage physical changes to the office
- Resolve post move issues
- HSE audits
- Develop and conduct quality surveys.
- ** Lease Management**:

- Maintain database of all company leased property held in company name (offices, warehouse, apartments, villas etc.)
- Day to day management of all company leased property (lease renewals, terminations, landlord discussions, secondees etc.)
- ** Asset Management**:

- Maintain monthly database of space usage by business unit for chargeback purposes
- Update floor plans each month to identify space usage in office
- ** Car Parking Management**:

- Day to day management of safe and secure, company provided, car parking facilities
- Maintain monthly database of parking usage by business unit for chargeback purposes
- **
Business Continuity Planning**:

- Maintain documentation from Office Services team (updated floor layouts, contact information, etc)
- Assist BCP team with implementation of emergency action plan
- ** Property Maintenance Management**:

- Prepare and develop PPM (Planned Preventative Maintenance) procedures, schedules and checklists for each maintenance activity
- Ensure reactive and planned maintenance work is undertaken on time and in a safe working environment for all members of staff
- Prepare monthly reports on maintenance services
- ** Print / Mail room Management**:

- Prepare and develop print/mail room procedures for each print/mail room activity
- Ensure services are provided to internal clients from stationary requisitions, printing and scanning through to mail and courier deliveries
- Prepare monthly reports on mail room services
- ** Office Services Procurement**:

- Review current practices
- Produce RFPs
- Meet with suppliers/tenderers
- Develop Service Level Agreements
- Review and recommendation reports
- Implement new suppliers
- Update and maintain procurement register
- Day to day management of service providers
- ** Property Cleaning Services Management**:

- Manage day to day running of cleaning and security contracts
- Develop scope of works and KPIs

**LPO Management**:
Raising and managing Local Purchase Orders for all business/office service related items
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