Job Summary
This role is responsible for overseeing and streamlining administrative operations across the head office, branch offices, and other company premises. This role manages a diverse team—including receptionists/admin staff-members across different cities and back-office staff-members—ensuring timely execution of tasks such as facility management, events, maintenance, government permits, travel arrangements, guest hospitality, and vendor coordination. The manager will also handle expenses and coordinate company events to deliver a consistently high standard of service.
Roles & Responsibilities
Team Leadership & Supervision:
- Manage and develop a team of receptionists/admin staff-members across different cities and back-office staff-members, provide ongoing guidance, performance feedback, and training to ensure high performance and adherence to company standard
Administrative Coordination:
- Oversee daily administrative tasks across the head office, branch offices, and other company premises.
- Ensure smooth execution of tasks related to facility management, events, maintenance, government permits and licenses, travel and hotel bookings, guest hospitality, and coordination with third-party service providers.
Process and Planning:
- Develop, implement, and continuously improve streamlined processes and planning procedures.
- Monitor and evaluate the effectiveness of administrative operations to ensure timely and quality service delivery.
Financial Oversight:
Review and manage expenses to ensure cost efficiency and policy compliance & collaborate with finance to monitor budgets related to administrative operations.
Event & Activities Management:
Plan and coordinate company events, celebrations, and related activities both on- and off-site.
Compliance & Vendor Management:
- Ensure all activities adhere to company policies and operating standards as well as local regulations.
- Manage relationships with external vendors (e.g., travel agencies, maintenance providers) and monitor their performance.
KPIs
- Timeliness and quality of administrative task completion.
- Consistency and efficiency in process implementation.
- Cost control and accuracy in expense approvals.
- Successful execution of company events and activities.
- Positive feedback from internal stakeholders and staff.
Work experience requirement
- Saudi national is required. GCC nationals are accepted.
- Proven experience in administrative or facilities management, preferably in a multi-location environment.
- Demonstrated leadership skills with experience managing diverse teams.
- Strong organizational, planning, and problem-solving abilities.
- Experience in financial oversight and expense management.
- Excellent communication and interpersonal skills.
- Familiarity with government permits, travel logistics, and event planning is a plus.
- Proficient in using office management software and related tools.
Qualification
Bachelor’s degree in business administration, Management, or a related field (Advanced degree preferred).
Competencies
Contract Management
Documentation and Reporting
Communicating effectively
Facility Management, Safety and Security Requirements
Vendor Management
Self and Team Management
Planning & Decision Making
Customer Centricity
Ownership & Result Orientation
