Office & Administrative Services Manager – Saudi Arabia

13 سبتمبر، 2022

0 6 5 دقائق

الوصف الوظيفي

Requisition ID: 261179

Relocation Authorized: None
Telework Type: N/A
Work Location: Riyadh

Since 1898, we have helped customers complete more than 25,000 projects in 160 countries on all seven continents that have created jobs, grown economies, improved the resiliency of the world's infrastructure, increased access to energy, resources, and vital services, and made the world a safer, cleaner place.
Differentiated by the quality of our people and our relentless drive to deliver the most successful outcomes, we align our capabilities to our customers’ objectives to create a lasting positive impact.
We serve the Infrastructure; Nuclear, Security & Environmental; Energy, and Mining & Metals markets. Our services span from initial planning and investment, through start-up and operations. Core to Bechtel are our values – ethics, safety, quality, people, culture, relationships, innovation and sustainability, and our covenants – integrity, respect, collaboration, trust, and delivery. They are what we believe, what customers can expect, and how we deliver.

Position Overview

Provide functional Office and Administrative Services support to all projects in the Kingdom of Saudi Arabia. Assist all projects in KSA with the staffing of O&AS disciplines such as Document Management, Administration, Office Support, Drivers, Facilities, and other office services positions. Attend staffing project and KSA staffing calls. Provide technical support, guidance, and training of Document Management tools such as Aconex. Review project processes and procedures relating to O&AS disciplines. Review and assist with the development of staffing plans for prospective projects in KSA.

Successful candidate will report to the Infrastructure Functional Manager of O&AS and will provide fortnightly status of project staffing and other topics relative to each project.

The candidate would ideally be based in Riyadh but other locations may be considered for highly qualified candidates.

Note: This position is for a Saudi National

Responsibilities

Provide ECMS Subject Matter Expert advice, expertise and guidance ensuring compliance with standards and requirements
May manage ECMS implementation, configuration and administration.
Oversee ECMS maintenance and support services.
Generate reports as required.
Champion best practice for document & records management across the projects and disseminate lessons learned from this and other projects.
Support the document management team and define processes and procedures for the effective and efficient management and control of documentation throughout the full lifetime of the project(s) and asset(s) as per ISO 9001: 2015 standard.
Provide support, direction, guidance to ensure the document management procedures and systems are clearly understood and properly utilized by Document Management Teams.
Provide support and advice in the management and capture of all issued/released and received electronic documentation and other relevant media in accordance with issued document management procedures.
Inspect tasks performed within the discipline identifying areas of risk
Identify and document essential data for effective operations and reporting
Ensures data is available through the appropriate applications
Provides mentoring and training to less experienced staff.
Maintains current knowledge of relevant developments in area of expertise.
Organize training for personnel in the use of the ECMS. Keep a training matrix of all personnel trained and their role/proficiency.
Provide training and technical support to users that is appropriate for their specific use
Evaluates effectiveness of training through data retrieval, dashboards & benchmarking
Take necessary care to properly capture Bechtel records as required, and protect the confidentiality, integrity and availability of Bechtel information from unauthorized disclosure, modification or destruction. Never knowingly put Bechtel’s information or information systems at risk.
Participate in the staffing process of projects to include reviewing CV's, interviewing, down selecting of candidates, and ensuring a positive experience of onboarding all new hires of all O&AS disciplines.
Being familiar with Saudization requirements of the specific O&AS disciplines
Participate in the fortnightly/monthly project meetings with the Project Document/EDMS Managers and the Manager of O&AS.
Visit project offices/jobsites as and when required.
Provide training to other departments, teams, companies, or customers.
Build and maintain relationships with all O&AS staff in KSA and be responsive to requests for support and address issues as they arise – keeping the Manager of O&AS in the loop.
Work closely with the KSA Talent Acquisition team and project HR

Qualifications and Skills

Demonstrated experience in the delivery of the formal Document/Records Management and ECMS training programs.
Demonstrated experience with Office Management or Administrative Services oversight and support
Demonstrated experience in staffing
Project experience in the construction industry
Industry and regulatory standards for record keeping and IP knowledge
Strong demonstrated super user level experience with major ECMS's
Technical knowledge of industry document, records and content management systems;
Methodical and analytical approach to work;
Ability to analyse and solve problems;
Proven work process mapping and procedures/guidelines/training material development
Team player with excellent communication and presentation skills;
Positive “can do” attitude;
Demonstrated experience with typical Microsoft office applications, such as Word, Power Point, Excel and Visio

Preferred Qualifications

Org Admin level experience in Aconex
Experience providing support to large team (50+ people)

Grade 25

Minimum of 10 years’ practical document/records/information management experience;
Minimum of 6+ years’ document/records/information management department management experience;

Grade 26

Minimum of 12 years’ practical document/records/information management experience;
Minimum of 10 years’ document/records/information management department management experience.

Shaping tomorrow together

Bechtel is one of the most respected global engineering, construction, and project management companies. Together with our customers, we deliver landmark projects that foster long-term progress and economic growth. Since 1898, we’ve completed more than 25,000 extraordinary projects across 160 countries on all seven continents. We operate through four global businesses: Infrastructure; Nuclear, Security & Environmental; Energy; and Mining & Metals. Our company and our culture are built on more than a century of leadership and a relentless adherence to our values, the core of which are safety, quality, ethics, and integrity. These values are what we believe, what we expect, what we deliver, and what we live.
www.bechtel.com

Bechtel is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, disability, citizenship status (except as authorized by law), protected veteran status, genetic information, and any other characteristic protected by federal, state or local law.

In accordance with the laws of Saudi Arabia, Bechtel has adopted mandatory COVID-19 safety protocols for all work locations in the country. These requirements may include vaccination and testing. Any and all offers of employment with Bechtel in Saudi Arabia are expressly conditioned upon the applicant’s willingness and ability to comply with all COVID-19 related safety laws and Bechtel protocols in place at the time of a candidate’s start date. A candidate’s failure or refusal to comply with such laws and protocols renders an issued offer null and void.
This requirement cannot be waived by a recruiter, manager, or supervisor. Your submission of an application for employment with Bechtel in Saudi Arabia constitutes your understanding and acknowledgment of this express condition.