Office Manager

Role x You:
VICE Media is seeking a hands-on and highly motivated Office Manager,
responsible for the overall maintenance and appearance of our office in
Riyadh. The role will involve managing all Facilities operations including
office maintenance and upkeep, supplies procurement/ stocking and inventory,
shipping and mailroom operations, employee support services, security & safety
procedures, onsite events and other projects as needed. The right candidate
must be highly organized, a self-starter, effectively manage stressful
situations, prioritize work accordingly and be willing to pitch in whenever
necessary.
Responsibilities:
* Maintain overall cleanliness and functionality of the office - ensuring everything is in good working condition in a prompt manner, determine and schedule repairs, oversee renovations projects, supervise safety inspections
* Coordinate with the IT department on all office equipment & assets management.
* Point person for maintenance, mailing, shipping, supplies, and errands.
* Direct liaison with Telecoms providers to manage all the requirements for the account.
* Ordering Sims cards for new joiners.
* Direct liaison with CDW to handle all new purchase orders for new equipment and maintenance of current equipment.
* Setting up POs and coordination of ordering equipment, getting equipment repaired/maintained.
* Participate actively in the planning and execution of company events.
* Book venues for global visits and local team activities.
* Monitor and maintain office supplies inventory and review and approve office supply acquisitions.
* Complete basic bookkeeping tasks, track office expenses, and ensure the monthly budget is adhered to.
* To carry out regular Health & Safety checks.
* Responsible for ensuring all invoices are uploaded on time therefore avoiding late payment fees.
* General supervision of the office including liaising with suppliers/contractors to deal with any maintenance issues that arise.
* Ensure that office insurance and security are compliant.
* Ensure best prices and value and review quality vs. agreed service levels and contracts.
* Work closely with colleagues in HR, Finance, IT and Security, on joint initiatives and projects
* Be on-call, as needed, and ensure that there is ‎24-hour emergency coverage for the office at all times
* Manage vendor relationships for third party vendors (kitchen stocking, cleaning, security, plumbing, HVAC, general maintenance, etc)
* Documentation of all repairs and maintenance issues
* Manage ID card process and security access procedures for the office, enforcing regulations set by our Security team
* Coordinate and supervise office seating and moves
* Maintain organization and inventory for our storage spaces (onsite and offsite)
* Onsite lead for all employee support requests - internal "client services"
* Create a positive atmosphere of professionalism and support
You have these:
* ‎3-‎4 years experience working in office management/administrative duties
* Ability to interact diplomatically and professionally.
* Strong interpersonal skills and ability to multitask in a fast paced environment
* Excellent verbal and listening communication skills, ideally in Arabic and English.
* Strong organization, prioritization, and follow-up skills.
* Experience with shipping vendors
* Computer literate
* Contractor and contract management.
* Knowledge of budget management.
We'd love if you also have these:
* Experience working with Saudi government portal and relative applications.
* Passionate, motivated, confident and enthusiastic
* Proactive and solution-oriented
* Highly organized and resourceful
Working at VICE:
We want to find people who believe in our mission and goals and feel inspired
to grow while they're here, rather than someone who checks the boxes but isn't
invested. We encourage you to apply and show us what you've got. VICE Media
Group prioritizes the voices, ideas and people that other media companies
miss. We believe that innovation is a direct result of diverse, inclusive
cultures so we don't just "tolerate" differences, we celebrate it and see it
as essential to our staff, culture, and business. To learn more read the
VICE Guide to VICE
.

Agencies:
VICE Media Group is not partnering with agencies nor accepts unsolicited
resumes and will not be responsible for any fees or expenses related to such
unsolicited resumes and/or applicants.
Equal Opportunity Employer:
VICE Media (VICE.com, VICE Studios, VICE TV, Virtue, VICE News, Refinery29,
PULSE Films, i-D) is an equal opportunity employer. We view everyone as an
individual, and we understand that inclusion is more than just diversity -
it's about belonging. We celebrate the fact that everyone is unique, and
that's what makes us so good at what we do. We pride ourselves on being a
company that embraces difference and truly represents the global clients we
work with.
Candidates, please note that if you are contacted by anyone with an email
other than @
vice.com
purporting to be recruiting on behalf of Vice Media, it is not legitimate
, ___and you should not engage._