Office Services Senior Associate

Line of Service

Industry/Sector

Specialism

Management Level

Job Description & Summary

Roles and Responsibilities:

• Ensures the smooth operation of the office by coordinating
• administrative support across the office and ensures that the office is
• supported in an efficient and effective manner. Responsible for
• procurement of office supplies. Oversight of office help drivers and reception.

Financial

• Adhere to the allocated budget for the Office Services function
• Propose costs saving solutions as appropriate
• Work with procurement with regards to office needs (supplies consumables)
• Prepare purchase orders for all office management supplies rent utilities and service charges
• Customer
• In line with Procurement guidelines provide office services supplies
• Coordinate local events office events with close liaison with the
• Office Manager
• Coordinate printing and binding requests
• Facilitate New Hire on-boarding process via coordination inductions and other matters with HR
• Notify HC IT and receptionist of new hires/departures and
• provide/remove security passes and access to office as appropriate
• Handles and reports ad-hoc issues arising
• Acts as an interface between administrative staff and management
• Manage external archiving if relevant
• Manage seating storage and parking allocations
• Oversee couriers and post room

Internal Process

• Manage Office administrator assignment and conflict
• Adhere to policies and procedures set by management
• Coordinate driver schedules reviews timesheets and manages leave
• Coordinate office administrator schedules reviews timesheets and
• manages leave
• Coordinate receptionist schedules reviews timesheets and manages
• leave
• Manage maintenance repairs
• Manage cleaners and other outsourced services
• Liaise with office landlord
• Fire safety warden and business resilience liaison
• Manage local office petty cash
• Learning and Growth
• Follow up closely on the daily operation of junior staff to ensure
• support for office operation is being well-maintained and provided
• fairly to all office users
• Standardise and improve efficiency of internal office management
• processes
• Assist the Office Manager in recruiting and deploying junior admin
• staff (receptionist office assistants drivers etc. according to local
• needs)
• Training new office management team members
• Performance management of direct reports
• Act as a key resource and liaison to other functional areas of the
• business building cross-functional relationships as needed

Education

• Bachelors degree required

Language

• Fluency in spoken and written English proficiency in Arabic is an advantage

Overall Experience

• 5 years experience of providing office services in a professional
• services environment or equivalent internal experience

Specific Skills

• Experience with a professional services firm preferred
• Prior people management/team lead experience preferred
• Knowledge and Skills
• Extensive knowledge of associated computer software (e.g. Microsoft
• Office 97 especially Word PowerPoint Excel etc.)
• Ability to identify problems and resolve them
• Ability to make decisions without prior reference
• Clear and concise communications at all levels
• Strong managerial presence
• Ability to work accurately

Education (if blank degree and/or field of study not specified)

Certifications (if blank certifications not specified)

Required Skills

Optional Skills

Desired Languages (If blank desired languages not specified)

Travel Requirements

Available for Work Visa Sponsorship

Government Clearance Required

Job Posting End Date