Senior Office & Facility officer
Allianz Partners
Date: 1 day ago
City: Al Khobar
Contract type: Full time
The areas of responsibility under the Office and Facilities department following:
- Procurement: Overseeing the procurement of non-IT items, including office supplies, stationery, kitchen provisions, and essential office equipment.
- Vendor Management: Screening and managing GSSS vendors, ensuring compliance with company standards.
- Event Management: Planning and coordinating key company events such as Ramadan gatherings, National Day celebrations, and other company events.
- Hospitality: Arranging hospitality services for company guests, meetings, and coordinating government visits.
- 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.
- Governmental Licensing: Handling the management of various governmental licenses and certifications, including Civil Defense, Municipal, SAGIA, Medical Coding, and Chamber of Commerce approvals.
- Immigration Services: Managing the issuance of work permits, MOFA documentation, and processing visit and work visas for employees.
- Renewals: Ensuring timely renewals of essential licenses and certifications, contracts such as the 3M CGS Certificate and fire extinguisher maintenance.
- Insurance Management: Maintaining and renewing the company’s insurance policies, including fire, allied perils, and professional indemnity coverage.
- Office Maintenance: Overseeing the maintenance of the office, by coordinating this with the Landlord team and other contractors.
- Travel Coordination: Handling business travel arrangements for employees, including booking tickets, hotel reservations, and managing EDS forms for high-risk travel destinations.
- 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.
- Banking Relationships: Managing the company’s banking relationships, assisting the Finance Manager with banking tasks, and serving as an official company representative.
- Petty Cash Management: Serving as the custodian of petty cash.
- Postal and Courier Services: Managing the company’s postal and courier needs- cover for the Receptionist when she is on leave
- Webex and Reception Coverage: Setting up Webex meeting links for staff and providing this as a backup support when the receptionist is on leave.
- Parking Management: Coordinating guest parking arrangements and facilitating employee parking in collaboration with HR.
- Real Estate and Landlord Coordination: Acting as the primary contact for all matters related to the company’s rental contracts and liaising with landlord.
- Reporting: Compiling and submitting detailed reports, including incident reports, environmental reports, and expense dashboards.
- Environmental Initiatives: Leading environmental initiatives for the KSA office where possible.
- 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.
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