Office Manager [Saudi Arabia]

 

The Team:

Cundall are leading the way in the provision of creative, sustainable design solutions, and our office support teams provide a wide range of exceptional administrative support to highly skilled engineering staff all around the world.

To keep up with the demands of ongoing growth we are looking for an experienced, passionate and collaborative Office Admin Manager to oversee and coordinate the function of office support and administration to our team in Riyadh, KSA.

The Role:

As the leading figure of the office support you will ensure the provision of seamless administrative & operations support to the Riyadh office in KSA. This will require you to quickly establish a close understanding of the business priorities, commercial operations, local employment requirements, Cundall & Local KSA HR processes, current systems and processes, and to evaluate the best modes of administrative support to meet our growing business demands.

You will provide formal line management, as well as training and leadership to the admin team, and act as a crucial point of contact for the management team. You will closely with the office Government Relations Officer (GRO) to gain knowledge and understanding of the different cooperate and employee KSA labour laws and government systems. In order to ensure a sustainable and consistent service, you will establish and refine processes, and support administrative support and technical staff in the adoption of these.

You will support the technical team members with financial control, quality control checks on important documentation, and provide advice and guidance on all administrative and IT software-based issues. You will also play a key role in the collaboration of processes between the global Cundall offices.

The Skills:

You will want to join our team if you have previous experience of leading and managing an administrative and operations support function, and enjoy working in a complex and fast-paced environment. Your pride in providing a truly excellent service, proven attention to detail, and sense of initiative has already lead you to positive feedback in your career to-date. You understand what it means to create excellent relationships with internal and external stakeholders.

You have demonstrable practical experience and management of document control, typing, the formatting of reports, letters and a high level of skill in Microsoft Office. You are able to prioritise and delegate tasks effectively and have a strong grasp of project coordination and process improvement.

Experience in a consultancy, construction and/or professional services environment would be advantageous as would experience in commercial operations in relation to accounts receivable, payable and cash flow.

In addition, experience in the following competencies are advantageous:

Commercial/ Business competencies

• Assist Project Managers in the preparation of Sub-Consultant service agreements
• Raise sales invoices as instructed by Project Managers
• Enter cash receipts as they come through on bank statements.
• Process purchase invoices for Project Manager approval.
• Follow up with clients on outstanding payments of sales invoices
• Coordinate with sub-consultants on their outstanding payments
• Review of project contract management to ensure compliance with project contracts
• Monitor and manage WIP balance together with the PM/PD
• Ensure Cundall Riyadh registrations & licences are up to date and in good standing with the KSA government entities.

HR Competencies

• Prepare offer letters and employment contracts for signature by the Director and issue to new joiners, along with other paperwork required.
• Track the return of employment contracts and other new starter paperwork and liaise with the HR team in the UK regarding the set-up of new joiners on Cundall systems
• Provide information to HR in the UK to add new staff members to the medical insurance after successful completion of notice period
• Conduct detailed inductions for new starters, in accordance with Cundall procedures
• Co-ordinate end-of-probation reviews and annual appraisals and ensure that paperwork is completed and submitted to the HR team in a timely manner.
• Keep up to date and ensure compliance with KSA Labour Law and other legislations (with the support of the local GRO)
• Ensure that the business has necessary visas available for new staff joining Cundall
• Manage staff work/residence visas, in accordance with local requirements and renew as necessary in a timely manner
• Manage staff Engineering license, application and periodic renewal
• Maintain up to date staff records in and hard copy staff files, for auditing purposes
• Provide supervision, coaching, guidance and assistance to other support staff in Riyadh and the wider MENA region
• Maintaining holiday chart for engineering team(s) and assisting Director(s) / Associate(s) with the co-ordination of team holidays
• Provide staff with any HR letters and confirmations for government, finance or travel related requirements
• Assist staff in any non-work related matters requiring GRO services, like driver’s license, visit visas and sponsorship of family member,

Applications are welcome from candidates with recent experience of working as an Office Admin/ Operations Manager, as well as experienced administrators who are seeking a step-up into an office admin management role.

Job Description

Why Join Cundall?

Valuing Diversity

We know that to be the best at what we do we need a diverse workforce underpinned by an inclusive culture. Creating environments where everyone can find joy doing their best work is also great for everyone. That’s why we positively welcome applications from people of all backgrounds and identities, and encourage, support, and celebrate the diverse voices of our people.

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