Job Description

We are looking for an experienced and customer orientated Operations Associate to work in the Facilities and Production team for our Riyadh based client. The ideal candidate will be fully flexible and willing to work outside of normal office hours, have good attention to detail and strong organisation skills.  We are looking for a fluent Arabic and English speaker who is immediately available.

Responsibilities

• Responsible for performing production administrative duties in and outside the office.
• Responsible for collecting and delivering documents from and to clients, ensure that packages or messages are delivered in a time efficient manner.
• Display service-oriented mentality and responds to customer needs with a sense of urgency.
• Receive and submit official documents from Chamber of Commerce and other Government entities as assigned.
• Purchase office groceries as and when needed and communicate with external vendors to request these office supplies.
• Support the Ops suppliers with invoices issued (case code, invoice guidelines)
• Responsible for the mailroom and Ops main storage in the office.
• Provide production support when required; printing, binding, copying, faxing, scanning, and filing, perform other office duties as assigned.
• Restock stationery cupboards with printing papers, pens, paper clips, staplers, etc.
• Monitor the stationary stock and keep it up to date to adhere for any circumstances.
• Ensure cleanliness of all work areas, including printing rooms, meeting rooms and mailroom, keeping storage and receiving areas clean and tidy always.
• Support reception team and all other staff with administrative support as necessary and provide short-term reception cover if needed.
• Assume dispatch duties as necessary and perform other office duties as assigned.

Facilities responsibilities

• Liaise with catering suppliers for onsite office events, lunches, breakfasts etc.
• Monitoring the pantry/kitchen supplies and purchase items from vendor.
• Monitoring office maintenance such us, ACs, painting, lighting etc.
• Review and update the record of the weekly maintenance report shared from the maintenance contractors.
• Coordinate and monitor storerooms in the office.
• Managing online attestation request form CoC Portal if required.
• Obtaining workshops permission for events.
• Obtaining from the building management work permission to access the office.
• Manage the access card system and follow up with related updates and issues.
• Liaise with the Office Attendants, and housekeeping team, ensuring all daily duties are covered as well as ad-hoc requests.
• Manage the office Health and Safety by replenishing the first aid kits, test the defibrillator battery when required.
• Interaction with other functions within other Middle East Offices, as well as the larger community coordinating any requests from other offices through liaison with wider team.
• Be on the ground after working hours or weekends for any urgent/ emergency/ planned maintenance or safety inspections.
• Assist with duties during periods of absence for Operations Specialist – Facilities and services.
• Performing other office duties as assigned.

Requirements

• Strong verbal communication skills; fluency in English and Arabic
• Proficient level computer skills; Windows, Word, Excel, PowerPoint, Outlook
• Familiarity with technical support/office equipment
• Ability to perform successfully in a fast-paced, intellectually intense, service-oriented environment.
• Ability to respect all company information as personal and confidential.
• Excellent communication skills, be flexible and adapted to change, with a "can do" attitude.
• The ability to work cooperatively with colleagues, displaying a high level of motivation, enthusiasm for tasks and responding to customer's needs with a sense of urgency.
• Handles situations with poise, understanding and tact.
• Ability to respect all company information as personal and confidential, displays high standers of professional behaviour and ethical standards.
• Ability to multitask successfully.
• Consistency, dependability, and accuracy in carrying out responsibilities.
• Excellent organisation skills and attention to detail
• Ability to work under pressure.
• Good knowledge of office supplies and materials variations.
• Highly capable in demonstrating a working knowledge of your primary function.
• Strong and active contributor in the team.
• Great at interacting with internal and external stakeholders across functions and networks outside of your own area.
• Strong sense of Customer Service and address issues and suggest solutions within your area of scope.
• An eye for detail and a habit of keeping track of what’s going on around.
• Results driven and self-motivated.

Thank you for your application. Only suitable candidates will be contacted.  Please note that by applying to this role, your profile will be searchable in our database. Our Recruiters will contact you should another suitable role become available.