Executive-Administration

Job Summary

Support the group admin teams for integrity in business. Manage day to day and
periodical operations in Tiffany Tower. Oversee various activities that keep a
business up and running. Ensure that the working environment is safe and
accommodating for the workforce members. Be the front face of Corporate
Workplace for all types of administrative requests in Tiffany Tower.

Roles & Responsibilities

• Plans, organizes, controls, integrates and evaluates the activities and operations related to the head quarter.


• Responsible for the management of services and processes that support the core business of the organization at Tiffany Tower Plaza such as; reception, maintenance, mail, archiving, cleaning, pantry areas, vending machines etc


• Perform periodically challenge tests to assure facility and equipment respond as expected in case of incident. (e.g. Power Failure Test, Alarm Test, etc)


• Responsible from rental contracts, coordinate with the landlords.


• Provide a comfortable and safe working environment for employees in TT.


• Manage daily administrative requests like desk allocation, printing, telecommunication etc.


• Manage 3rd party team, monitor and follow up daily snagging report shared by the service provider.


• Responsible from preparing periodical service reports for TT.


• Validation of overtime and submission of overtime with HR Helpdesk for admin team.


• Focus on using best business practice to improve efficiency, by reducing operating costs whilst increasing productivity.


• Prepare, follow up and report Tiffany Tower annual budget and monthly actual reports.


• Responsible from preparing administrative management reports for admin budget for the Group.


• Responsible from administrative contracts management with procurement team.


• Support Group projects and Group budget. Responsible from data collection, consolidation, analysis of the numbers with responsible Admin teams.


• Validate petty cash claims of Non-Management Admin employees.


• Follow and organize facility operations according to occupational safety and health legislations. Responsible from managing, implementing and updating of TT evacuation plans and policies. Work collaboratively with TT Plaza Management for safety related issues.


• Co-operate with departments and participate as necessary in cross-functional teams regarding office and facilities issues.

KPIs

• Volume


• Process Efficiency


• Cost Saving


• External suppliers.


• Agency/Firms.

Work experience requirement

‎3-‎5 Years in administration with strong knowledge in Powerpoint, MS Excel and
MS Word
Skills:-
* Result-oriented attitude, pragmatic hands-on approach, and can-do mentality.
* Budgeting, business reports preparation and analysis.
* Good communication and presentation skills.
* Fluent in English, and Arabic is an advantage.
* Proficient in MS Office (Word/Excel/PowerPoint).
* Demonstrable project management skills.

Qualification

Bachelor degree in Facility Management / Business Administration or similar
Behavioral Competencies: -
‎1. People Leadership
‎2. Relationship Management
‎3. Problem solving
‎4. Customer Oriented
‎5. Planning and Organizing skills
‎6. Ownership and Result Orientation
Technical:
‎1. Knowledge of IFFCO products
‎2. Experience in multi task management

Competencies

Contract Management
Documentation and Reporting
Communicating effectively
Knowledge of Municipal and State Laws
Vendor Management
Self and Team Management
Planning & Decision Making
Customer Centricity
Ownership & Result Orientation
Business Unit: Corporate-Human Resources (‎4199)
Business Group: Human Resources (‎236)