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Job Purpose
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Ensure the safety and efficient management of the department by overseeing all head office services to meet quality, cost, and quantity standards. Manage operations related to leased offices, utilities, maintenance, catering, and car rentals. Coordinate renovation projects to achieve high-quality results at optimal cost ensuring effective collaboration across departments.
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Key Responsibilities
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1-Health & Safety:
- Adhere to, enforce relevant legislation and policies, and ensure that the highest
- degree of safety and safe working practices are maintained.
- Maintain and enhance the Health, Safety, Quality and Environmental standards within the scope of this role.
2-Functional:
- Plan and coordinate installation and maintenance activities for telecommunications, air conditioning, electricity, and other facility systems.
- Support refurbishment and renovation projects, ensuring quality execution and adherence to timelines.
- Oversee the upkeep of office equipment, supplies, and infrastructure in compliance with health, safety, and environmental standards.
- Conduct regular inspections to identify maintenance needs and propose cost-effective solutions.
- Monitor utilities consumption and recommend efficiency and cost-reduction initiatives.
- Supervise facilities and support staff (coordinators, messengers, office boys, and drivers) as well as external service providers.
- Manage catering supplies and control inventory levels according to office requirements.
- Oversee general administrative operations such as parking allocation, waste management, building security, reception services, and office cleanliness.
- Coordinate distribution of employee gifts, benefits, and materials across company sites.
- Ensure timely maintenance and servicing of office equipment (printers, photocopiers, plants, etc.).
- Assist in managing lease agreements for office spaces, including renewals and contract compliance.
- Support logistics and administrative arrangements for internal and external events.
- Coordinate materials, deliveries, and logistics related to corporate occasions and head-office events.
- Follow up on annual lease renewals, utility payments, and related documentation.
- Prepare and maintain records for asset disposal and auction processes.
- Manage landline service contracts and ensure proper documentation.
- Support office layout planning and renovation design activities.
- Allocate office space according to departmental and project needs.
- Track project progress, coordinate handovers, and ensure delivery documentation is completed.
- Manage business card requests for employees.
- Handle insurance plans and service contracts related to office operations.
- Supervise pest control schedules and ensure follow-up visits are completed.
- Coordinate rental, inspection, and maintenance of cars, buses, and other transportation services in compliance with company safety requirements.
- Organize transportation arrangements for group visitors.
- Assist in preparing and monitoring the administration annual budget while controlling related expenses.
- Oversee drivers, schedules, attendance, overtime, and safety training.
- Manage the TOTAL system for issuing access cards for administrative and CEO vehicles.
- Maintain accurate financial and non-financial records for all administrative operations.
- Conduct basic analysis and forecasting to support decision-making in facility and administrative planning.
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Education, Qualifications & Experience
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Education:
- Bachelor’s degree in Business administration or any related field
Professional Skills:
Strong organizational, coordination, and liaison skills, with proficiency in business communication, interpersonal relations, time management, and PC applications. Demonstrated ability to perform effectively under demanding conditions.
Language Skills: Fluent written and spoken Arabic & English
Experience: Minimum 3 years of experience
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