Senior Office & Facility officer

The areas of responsibility under the Office and Facilities department following: 

1. Procurement: Overseeing the procurement of non-IT items, including office supplies, stationery, kitchen provisions, and essential office equipment.
2. Vendor Management: Screening and managing GSSS vendors, ensuring compliance with company standards.
3. Event Management: Planning and coordinating key company events such as Ramadan gatherings, National Day celebrations, and other company events.
4. Hospitality: Arranging hospitality services for company guests, meetings, and coordinating government visits.
5. Support Staff Supervision: Managing and delegating tasks to office support staff, including cleaners and office assistants, while overseeing their schedules and productivity. Departmental Support: Providing administrative and logistical support across departments, including furniture moves, inventory management, and coordination with IT.
6. Governmental Licensing: Handling the management of various governmental licenses and certifications, including Civil Defense, Municipal, SAGIA, Medical Coding, and Chamber of Commerce approvals.
7. Immigration Services: Managing the issuance of work permits, MOFA documentation, and processing visit and work visas for employees.
8. Renewals: Ensuring timely renewals of essential licenses and certifications, contracts such as the 3M CGS Certificate and fire extinguisher maintenance.
9. Insurance Management: Maintaining and renewing the company’s insurance policies, including fire, allied perils, and professional indemnity coverage.
10. Office Maintenance: Overseeing the maintenance of the office, by coordinating this with the Landlord team and other contractors.
11. Travel Coordination: Handling business travel arrangements for employees, including booking tickets, hotel reservations, and managing EDS forms for high-risk travel destinations.
12. Policy and Procedure Management: Developing, maintaining, and reviewing office policies and procedures, including those related to health and safety, event management, and standard operating procedures.
13. Banking Relationships: Managing the company’s banking relationships, assisting the Finance Manager with banking tasks, and serving as an official company representative.
14. Petty Cash Management: Serving as the custodian of petty cash.
15. Postal and Courier Services: Managing the company’s postal and courier needs- cover for the Receptionist when she is on leave
16. Webex and Reception Coverage: Setting up Webex meeting links for staff and providing this as a backup support when the receptionist is on leave.
17. Parking Management: Coordinating guest parking arrangements and facilitating employee parking in collaboration with HR.
18. Real Estate and Landlord Coordination: Acting as the primary contact for all matters related to the company’s rental contracts and liaising with landlord.
19. Reporting: Compiling and submitting detailed reports, including incident reports, environmental reports, and expense dashboards.
20. Environmental Initiatives: Leading environmental initiatives for the KSA office where possible.

Minimum Requirement:

• Education: Bachelor’s degree in Business Administration, or related field.
• Industry Knowledge: Understanding of facility Management related activities and best practices.
• Skills: Strong interpersonal, communication, and administrative skills.
• Technical Proficiency: Proficient in MS Office and internet research.
• Teamwork: Ability to work within a diverse team.
• Dependability: Proactive , structured ,and independent working method.
• Adaptability: Ability to adapt to changing work environments.
• Legal Compliance: Legally permitted to work in the country of operations.