Office Administrator (KSA National)

You will be supporting our office administration as well as senior leaders based in Riyadh with various administration tasks.

In this role, you are the first point of contact with an overview and control of all activities and tasks impacting the stakeholders you support. A thorough hands-on administrative, practical and coordinating role to ensure daily activities run as uninterrupted as possible.

The role includes:

• Take care of the Riyadh office including but not limited to liaising with the facilities teams internally and being the point of contact for vendors (landlord, cleaning, security)
• Support the offshore IT department based in Sri Lanka with local IT arrangements including but not limited to the issuing of equipment locally, engaging with external IT companies for technical assistance and ensuring appropriate equipment is ordered and well maintained
• Ensure staff have the correct security arrangements for access to the office
• Assist HR with onboarding and offboarding – deployment and collection of equipment, visa processing and premises access  
• Fire Warden for the office
• Support with the coordination of social and volunteering activities for employees
• Welcome and support overseas visitors
• Take charge of and be accountable for travel arrangements for leadership team members to be booked via our travel portal ; flights and other types of transport, hotels, dinner-arrangements etc.
• Travel is sometimes complex and may include other leaders attending all or part of the journey. You may be asked to accommodate to the needs of these leaders.
• Visa-applications and other travel documents needed will be your responsibility to obtain.
• Ensure all reimbursements (travel and others) are managed according to internal policies and rules.
• Responsible for minutes from meetings, including follow up actions in agreement
• Some tasks and assignments for internal communication in cooperation with Marketing, HR and other relevant functions

To be successful in this role, you are a person who;

• Takes initiative with minimal supervision and is comfortable with dealing with changes and uncertainty
• Is dedicated to the quality and accuracy of projects from inception to completion
• Reliable, trustworthy and able to always maintain confidentiality
• Can manage a heavy workload with strict deadlines
• Excellent organization skills with the ability to prioritize, multi-task and co-ordinate workloads and work under pressure to meet deadlines
• Excellent time-management skills
• Flexible and willing to take on ad-hoc tasks
• Give exceptional service, always solution-oriented, regardless of the situation that may occur.
• Proactive in your approach  - always one step ahead in your planning.
• You are self-sufficient, calm and patient under pressure
• You are comfortable working outside of office hours if and when needed.