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 of 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)
Responsibilities
Staff Management:
Day-to-day engagement of the 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 an 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 the 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 an 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 coordination (including IT and Building Services)
Prepare technical specifications, tender, and contract documentation
Prepare letters for the issue to the 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
Office Services Teamspace:
Maintain the intranet website (add new users, update content, communications to staff)
Office Services Helpdesk:
Maintain and manage the helpdesk system (add new users and allocate jobs to correct member of team for their action)
Prepare monthly reports on Facilities Management Helpdesk
Other:
All space planning, fit outs, modifications and maintenance are to be undertaken with strict compliance to the Company HSE policies. Work place risk assessments must be undertaken prior to starting any works.
Provision of required reports to the Financial Controller, related to Office Services Management, for presentation at Qatar Leadership Team meetings.
Assistance to technical disciplines in archiving arrangements including off site facility management.
Assistance in providing up to date information for Marketing newsletters.
Management and control of Maintenance and Office Services petty cash.
اطلب مساعدة الخبراء لكتابة سيرة ذاتية مميزة.