Office Services Associate/Receptionist

Line of Service

Internal Firm Services

Industry/Sector

Not Applicable

Specialism

IFS – Administration

Management Level

Associate

Job Description & Summary

Ensures the smooth operation of the office, by coordinating administrative support across the office and ensures that the office is supported in an efficient and effective manner. Responsible for procurement of office supplies. Oversight of office help, drivers and reception.

Primary Duties And Responsibilities

1- Financial

• Adhere to the allocated budget for the Office Services function
• Propose costs saving solutions as appropriate
• Work with procurement with regards to office needs (supplies, consumables)
• Prepare purchase orders for all office management supplies, rent, utilities and service charges

2- Customer

• In line with Procurement guidelines, provide office services supplies
• Coordinate local events, office events with close liaison with the Office Manager
• Coordinate printing and binding requests
• Facilitate New Hire on-boarding process via coordinating inductions and other matters with HR
• Notify HC, IT and receptionist of new hires/departures, and provide/remove security passes and access to office as appropriate
• Handles and reports ad-hoc issues arising
• Acts as an interface between administrative staff and management
• Manage external archiving if relevant
• Manage seating, storage and parking allocations
• Oversee couriers and post room
• Distribute stationery and accessories when applicable
• Greet visitors and make sure all callers and visitors are dealt with promptly, courteously and accurately
• Ensure visitors are made comfortable, met on a timely basis by their host, shown to the appropriate room and assisted with parking if relevant.

3- Internal Process

• Adhere to policies and procedures set by management
• Coordinate office administrator schedules, reviews timesheets
• Manage maintenance, repairs
• Manage cleaners and other outsourced services
• Liaise with office landlord
• Fire safety warden and business resilience liaison
• Screen and route incoming telephone calls, take messages, and answer incoming queries
• Maintain visitor and caller logs
• Receive deliveries and coordinate outside delivery/courier services with the help of Office administrators
• Answer queries from visitors and callers, and refers them to the appropriate person
• Perform general maintenance of the reception area
• Manage incoming and outgoing faxes (may be performed by Office Administrators in certain locations)
• Ensure mail and faxes are distributed to the appropriate person accurately and in a timely manner (may be performed by Office -Administrators in certain locations)
• Book meeting rooms and collaborative space and maintain tidiness (may be performed directly online in certain locations)
• Support office manager in events planning and organisation
• Perform other administrative duties as required

4- Learning and Growth

• Follow up closely on the daily operation of OAs to ensure support for office operation is being well-maintained and provided fairly to all office users

Standardise and improve efficiency of internal office management processes

• Training new office management team members
• Act as a key resource and liaison to other functional areas of the business, building cross-functional relationships as needed

5- Vendors’ Management

• Manage the relationship with external vendors, develop and maintain vendors portfolio. Prepare the LPOs for vendors & follow up with finance for payments & evaluate their performance & their level of service & keeping track of invoices and conducted scope of work.
• In line with Procurement guidelines, work with finance and purchasing with regards to providing office needs including supplies, consumables, stationery, office machinery, shredding, cleaning , facility management and related service agreement

6- Maintenance & Facility Management

• Monitor queries received and regularly liaise with Office Manager to target recurring issues.
• Keeping reports and BOQ of spare parts used
• Tracking maintenance dates and schedules with FM company, tracking monitoring, evaluating their scope of work on yearly basis.
• Take responsibility for ensuring that the firm’s available workspaces are well maintained and safe to use.
• Be able to address any customer queries and defuse sensitive situations calmly and effectively.
• Maintain the integrity of the firm's security. Liaise with the Facilities Management Lead and Team Leader to secure compliance and adherence to general Office Management policy (including the clear desk policy).

7- Security & Access Cards

• Reviewing the building CCTV and reporting any incidents to management
• Always maintaining a secure workplace according to the firm policies and making sure all building systems are fully functional
• Management of the access control (access cards for staff, visitors & vendors) including the issuance, activation, and deactivation
• Providing insights on building security and conducting assessments with the concerned teams
• Managing all BU’s storages including the assets, files and maintaining its confidentiality and safety according to the firm policies
• Managing the security personnel/third party company
• Tracking and reviewing daily security reports of visitors, contractors, or guests.
• Monitoring entries and access cards availability with employees

8- Health & Safety

• Addressing health and safety physical issues with the concerned teams
• Providing hygienic services and using eco-friendly materials to maintain a safe environment
• Managing alarm systems panel and fire fighting systems in the building

Knowledge, Skills, And Abilities

Education

Bachelor’s degree required

Language

Fluency in spoken and written English, proficiency in Arabic is an advantage

Overall Experience

5+ years experience of providing office services in a professional services environment, or equivalent internal experience

Specific Skills

Experience with a professional services firm preferred

Knowledge And Skills

• Extensive knowledge of associated computer software (e.g. Microsoft Office '97 especially Word, PowerPoint, Excel, etc.)
• Ability to identify problems and resolve them
• Ability to make decisions without prior reference
• Clear and concise communications at all levels
• Strong managerial presence
• Ability to work accurately whilst under tight time constraint and high-quality -standards
• Knowledge of the Firm's supply contracts

Education (if blank, degree and/or field of study not specified)

Degrees/Field Of Study Required

Degrees/Field of Study preferred:

Certifications (if blank, certifications not specified)

Optional Skills

Required Skills

Desired Languages (If blank, desired languages not specified)

Travel Requirements

Not Specified

Available for Work Visa Sponsorship?

No

Government Clearance Required?

No

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