Senior Office Coordinator (Admin & Logistics)
ISAM KABBANI & PARTNERS COMPANY (JEDDAH)
مجموع سنوات الخبرة :13 years, 0 أشهر
• Lead and manage the administration team, providing guidance, support, and professional development
• Develop and implement administrative strategies to ensure efficient operations
• Ensure all administrative operations comply with industry standards and organizational policies.
• Monitor and evaluate the effectiveness of administrative services, implementing improvements as necessary.
• Manage the administration budget, ensuring efficient use of resources.
• Oversee procurement and supply chain activities related to administration.
• Provide full support to the recruitment team for local and international hiring.
• Provide administrative support for project-related tasks as required.
• Monitoring & controlling the expenses on a monthly basis as well as the administrative activities, resources, consumptions, vehicle flow, attendance, Administrative Operations & Functions.
• Facilitate Administrative issues and process (Vacations, ERE Clearance, Business trips, Cash/Salary
Advance, Insurance, Company letters, Business Cards, etc.).
• Track and manage office supplies, ensuring adequate availability.
• Assist in managing accommodation and transportation arrangements for site personnel, if required.
• Collaborate with procurement teams to ensure timely availability of construction materials.
• Maintain optimal inventory levels to prevent supply shortages and overstocking.
• Monitor the movement of goods in the supply chain and provide real-time updates to project managers.
• Controlling Projects Inventory & Assets.
• Provide full administrative support & services to Site Managers, Engineers, Accounting, Human Resources, Safety and other staff in the Metro Riyadh Project
• Direct and manage the delivery of essential core support services, including facilities management, office services, building maintenance, housing, travel, coordination, transportation services, catering, business cards & courier services
• Making purchases related inquires and actions, including contacting vendors and arranging for requesting quotations and negotiating.
• Organize the office layout and order stationery and equipment.
• Maintain the office condition and arrange necessary repairs
• Coordinate with IT department on all office equipment
• Liaising with all contractors and suppliers to ensure the highest quality service levels
• Oversee company drivers, office boys & technicians to ensure effective support of company’s operations.
• Draw up schedules for the periodic inspection and maintenance of offices and monitor any work undertaken to ensure that it is to the required standards.
• Organize and maintain financial records, delivery notes and invoices into oracle primavera.
• Ensure that all items are invoiced and paid on time
• Coordinate with Admin manager on Admin issues
• Provide full administrative support to the HR team.
• Flexibility in the undertaking of any other related duties.
• Experience in administrative activities, travel coordination, public relations, calendaring, expense reports, and advanced correspondence.
• Organise and maintain standard Project Management documentation.
• Log, track and maintain project financial information
• General support to engineering discipline specialists, Design Coordinator and Project Engineers.
• Maintain Correspondence Log ensuring all correspondence is logged, tracked, distributed and actioned as required.
• Ensures project documents are complete, current, and stored appropriately.
• Completion of Purchase Orders & send to the Supplier
• Tracks office supply inventory and approves supply orders.
• Monitoring & controlling the expenses on a monthly basis as well as the administrative activities, resources, consumptions, vehicle flow, attendance, Administrative Operations & Functions.
• Coordinate with Admin manager on Admin issues
• Provide full administrative support to the HR team.
• Facilitate Administrative issues and process (Vacations, ERE Clearance, Business trips, Cash/Salary Advance, Insurance, Company letters, Business Cards, … etc.).
• Prepare all support letters as required by divisional HR.
• Provides payroll Department information by collecting time and attendance records.
• Maintains employee confidence and protects operations by keeping human resource information confidential.
• Supervise & review and approve the completion of the payroll.
• To work in collaboration with payroll to ensure that all information is accurate and all payroll deadlines are met.
• Review transportation or logistics reports for ways to improve efficiency and minimize cost and submit recommendations for the management
• Ensures carrier compliance with company policies or procedures for material and equipment transportation
• Ensure periodic maintenance of all the equipment with technical person
• Using a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, Access, etc., to produce correspondence and documents and maintain presentations, records, spread sheets and databases.
• Performs other duties which may be assigned from time to time based on business needs.