Admin Services Supervisor

Purpose of Job

Jobholders at this level are responsible for leading work activities and working autonomously with minor direction towards predetermined long-term objectives.

Jobholders oversee the implementation of operational plans and the provision of significant improvements to set policies, procedures, standards and reports.

Their main operational role includes satisfying needs of guests, meeting rooms management, ensuring availability of office supplies, and supervising incoming and outgoing correspondences ensuring timeliness and quality of services.

Job Responsibilites

Administrative Services

• Receive and answer incoming calls and transfer the caller to relevant staff or function through the PBX system/switchboard
• Reserve and book rooms for meetings, training, and conferences and provide the needed services and equipment in coordination with internal stakeholders
• Organize reception area and offices and keep them clean at all times to leave a good impression on visitors and solidify ZATCA’s professional reputation
• Welcome visitors and guests to ZATCA premises according to protocols, direct to desired location, follow-up on related authorizations and dispatch access cards
• Assist guests and visitors by determining their needs and satisfying their requests, if any, to secure their satisfaction
• Provide supply of office equipment to ensure employees are well equipped to handle daily work
• Coordinate space allocation for new joiners
• Maintain professional practices in dealing with the different parties such as managing incoming calls, courier packages, tax communication, etc.
• Update office extensions and mobile numbers of ZATCA employees on relevant database in coordination with concerned stakeholders
  
  
  

Correspondences Management

• Coordinate ZATCA correspondences including the collection, organization, sorting, recording, and dispatching of incoming and outgoing correspondences to relevant stakeholders
• Record incoming and outgoing correspondences and courier packages in a central repository for tracking purposes as per set guidelines
• Implement digitization and archiving for incoming and outgoing correspondences
• Coordinate with Driver and mail delivery services for the delivery of outgoing correspondences and courier packages
  
  
  

Organization and Operations

• Follow all relevant policies, processes and standard operating procedures so that work is carried out in a controlled and consistent manner
• Conduct activities under close supervision
• Escalate complex problems to the relevant person to ensure case/issue is closed efficiently and in timely a manner
• Perform other duties as requested
  
  
  

People Management

• Train junior staff on the different job activities to ensure transfer of know-how, when applicable
• Provide clear direction, prioritize tasks, assign and delegate responsibility, and monitor the workflow of subordinates/ junior staff
• Support junior staff or direct reports in order to execute their duties according to set policies and processes
  
  
  

Job Details

Communication and Contacs

Eductaion

• Bachelor’s degree in Business Administration, Public Administration, Office Management, or equivalent is required
• Master’s degree in Business Administration, Public Administration, Office Management, or equivalent is preferred
  
  
  

Experience

An optimal of 5 years of relevant experience

Competencies

Events Management - Proficient

Communication - Developing

Professionalism - Proficient

Organization and Planning - Advanced

General Administration - Advanced

Results Oriented - Proficient

Customer Focus - Proficient

Change Enabler - Developing

Information Systems Knowledge - Proficient

Vendor Management - Proficient