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 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.