Office Manager

26 سبتمبر، 2022

0 5 2 دقائق

Office Manager

الوصف الوظيفي

Company Description

Informa PLC is a leading international events, intelligence and scholarly research group.

Our purpose is to champion the specialist. Through hundreds of powerful brands we work with businesses and professionals in specialist markets, providing the connections, intelligence and opportunities that help customers grow, do business, make breakthroughs and take better informed decisions. Informa is listed on London Stock Exchange and a member of FTSE 100, with over 11,000 colleagues working in more than 30 countries.

Job Description

The office manager provides administration support for the Bahrain office, this role is responsible for ensuring the administration functions are executed in a timely and efficient manner.

The role requires strong collaboration and connectivity with various teams including but not limited to HR, Finance, IT and all Bahrain based colleagues.

You will be responsible for the day to day running of the Bahrain office and assist the General Manager and event teams as necessary.

Key Performance Indicators

Assisting Senior Management Team with requests.
To insure getting the proper events & office licenses & permissions in a timely manner.
Ensuring office emergencies and maintenance requests are responded to and resolved in a timely manner.
Supervision of the reception.
Maintaining administrative records for all official company documentation.
Maintaining records and compiling information for reporting purposes.

Main Duties & Responsibilities

Office Management

Oversee the preparation of meeting rooms, refreshments for meetings and events as requested by the Senior Management team.
Monitor all the office supplies ensuring adequate stock levels are maintained;
Support and supervise the Receptionist and Office Assistants ensuring continuous cover during office hours and that all visitors and callers to the company are dealt with professionally
Take ownership for the business and suggest improvements.

Administration & Document Control

Support the business in drafting letters in Arabic & English languages.
Manage, maintain and update the administration filing system;
Compile and track information for reporting purposes
Provide administrative support as and when required for one off short term projects as dictated by senior management (e.g. annual events) liaising with relevant parties as required;
Coordinate travel arrangements including the processing of visas where required, as requested by senior management.
Assist with diary management for meetings and travel of senior management
Administration of the company medical & benefits scheme
Administration & tracking of employee residency visas and work permits
Processing of invoices and contracts when needed by show teams
Assisting the organisation's HR and finance functions by keeping personnel records up to date, arranging interviews and updating financial documents

Compliance & Business Continuity

Coordinate, track and maintain official company documentation (e.g. POA, Trade License, PO Boxes etc.) and ensure compliance with local requirements at all times.

Other

Support office wide initiatives such as Sustainability, Walk the World etc.
Continually update knowledge and skills through professional development activities.
Perform any other duties commensurate with this role.

Qualifications

Minimum Education Level

High school/college diploma

Background Knowledge, Skills & Experience

Essential

Minimum 2 Years’ experience in administration, preferably with an international company.
Ability to perform basic clerical work involving judgement, accuracy and speed with minimal supervision
Speaks and writes clearly and fluently in English and Arabic to both individuals and groups
Computer literate and proficient in the use of Microsoft Word, Excel and outlook
Able to prioritise work tasks, deadlines and use scheduling tools
Proactive
Interpersonal and customer facing skills
Cultural awareness and sensitivity
Self motivated.