Office Manager KSA

Job Description

This role will oversee the day-to-day operations of an office environment and
make sure that the office runs efficiently and that employees have what they
need to be successful (e.g., supplies, a safe work environment). The
responsibilities include all start up and office readiness activities like
localizing and implementing Biogen Environment, Health, Human Performance,
Safety and Sustainability (EHS), fire and safety procedures, security
processes, setting up contracts with vendors and service providers, ensuring
on time payments, managing office supplies, obtaining mobile phones,
supporting the team with administrative and other office project management
tasks. The person that fills this role should be highly independent,
accountable, ethical, and experienced working effectively with cross-
functional teams.
We are looking for an energetic professional who doesn't mind wearing multiple
hats. Experienced in handling a wide range of administrative and support
related tasks and able to work independently with limited supervision on day-
to-day basis. This person needs to be well organized, flexible, inclusive to
diverse people backgrounds, and enjoy the challenges of starting up a new
office.
Principal Accountabilities
* Manage and organize the office setup activities
* Ensure the office meets local regulations and is in alignment with Biogen global policies
* Take responsibility for developing and implementing office policies by setting up procedures and standards to guide the operations and employees of the office such localize and implement Biogen EHS and security processes
* Manage selection of office vendors and service providers including contracting, price negotiations, creation of purchase orders
* Follow-up regularly with office set-up related vendors, service providers and landlord, to ensure timely payments
* Support the permanent office layout planning and office design project
* Coordinate with IT department on office equipment procurement and deliveries
* Support HR in the recruiting activities and new hire orientation
* Coordinate and schedule the live trainings for office employees
* Maintain a safe and secure working environment
* Oversee and support administrative duties in the office and ensure that office is operating smoothly
* Manage office supplies and kitchen inventory and place orders as necessary
* Act as a point of contact for mailing and shipping office packages such as receive and sort incoming mail and deliveries, and manage outgoing mail
* Provide other administrative support, including scheduling group meetings, maintaining calendars, doing research, and creating office set up status reports
* Supporting teams by creating and maintain filing and archiving systems
* Ensure security, integrity, and confidentiality of data maintained by the office
* Perform receptionist duties and greet visitors in line with Biogen guidance
* Take prompt, decisive, and corrective action to rectify shortcomings identified by internal or global Biogen teams

Qualifications

Bachelor's degree in business administration, communications, or a related
field
* ‎2-‎5 years of work experience in an administrative / office management role
* Excellent organizational, time management skills, and ability to multi-task and prioritize work
* Must be a self-starter and has attention to detail
* Problem solving skills
* Excellent written and verbal communication skills in English and local languages
* Strong organizational and planning skills
* Excellent communication and interpersonal skills
* Strong problem-solving skills and analytical abilities
* Must be proficient with Microsoft Office and Google products
* Knowledge of accounting, data and administrative management practices, and procedures
* Knowledge of clerical practices and procedures
* Knowledge of business and management principles