Overview of the role

The Assistant Manager- Admin & Facilities will play a crucial role in ensuring the efficient and effective operation of our office and facilities. The individual will be responsible for overseeing administrative tasks, managing facilities maintenance, coordinating office services, and supervising company vehicles and telephone systems. The individual will be a proactive leader, capable of multitasking problem solving, and maintaining a high standard of organizational excellence. 

What you will do

• Manage the day-to-day operations of office services to ensure that the organization’s current and future administrative & facilities management needs are met efficiently, reliably, and economically. These activities may include office supplies, equipment, and inventory; administrative assistance; mail, distribution, records management, cleaning, gardening, uniform management, and maintenance services; cafeteria and recreation services; facilities management.
• Liaise with functional or operational managers to ensure that administrative and facility management processes, programs, and activities are appropriate for their current and future business needs.
• Plan, prioritize, and manage maintenance activities and upgrades to equipment, facilities, and systems to minimize disruptions to business activities and effective use of organization’s resources.
• Supervise facilities maintenance, including space repairs, cleanliness, and security.
• Collaborate with relevant stakeholders to ensure compliance with safety and health regulations.
• Manage relationships with external service providers, contractors and vendors for facility related services.
• Business Trips Invoices verifications and payment release and Manage utilities bills.
• Manage the process of obtaining the required building in and out permissions as per the guidelines.
• Ensure parking slots are distributed to the business as per guidelines for Group HR.
• Maintain a complete and organized archive to administration and facilities related documents.
• Assist in the development and monitoring of the administrative and facilities budget.
• Identify cost-saving opportunities without compromising on quality and service standards.
• Track expenses, prepare reports, and provide regular updates to the management team and manage LPO activities and cost center allocations.
• Implement and optimize administrative processes to enhance efficiency and productivity.
• Handle office supply management liaising with Admin Executive, vendor relationships, and procurement activities.
• Supervise the management, maintenance, and scheduling of company vehicles and ensure compliance with vehicle safety standards and regulations.
• Coordinate with drivers and monitor fuel consumption, vehicle traffic fines, salik and maintenance records.
• Manage vehicle valuation, disposal, and asset retirement processes for corporate services in coherence with Finance.
• Collaborate with finance, procurement, and legal teams to ensure proper documentation and adherence to accounting standard.
• Plan and coordinate internal events, meetings, and conferences and collaborate with team or departments to support their event needs.
• Ensure all logistical requirements for events are met, including room setup, catering, and audio-visual needs.
• Lease management of specific office floors and cost-wise allocation along with warehouse management for Group HR.

Skills

Required Skills to be successful

1. Possess strong leadership skills to deal with diversified teams
2. Excellent customer service, interpersonal and problem-solving skills
3. Excellent communication skills - very good command of Arabic and English language

What equips you for the role

• Bachelor's Degree
• Minimum 3-4 years of experience within facilities management is preferable
• Ability to own initiatives within a very dynamic environment
• Proficient with computer usage of Microsoft office.