Team Administrator

Our client is an event and exhibitions company that conceives and produces
imaginative, narrative-driven exhibition experiences to showcase original
classical and contemporary art.
They are looking to hire a Team Administrator who will organize and
coordinate all office administrations and procedures, in order to ensure
organizational effectiveness, efficiency, and safety. The Team Administrator
is responsible for developing intra-office communication protocols,
streamlining administrative procedures, keeping inventory control, office
staff supervision, and managing team logistics.

Requirements:

• Bachelor's Degree in Management, Accounting, or any relevant education.


• ‎3 to ‎5 years of work experience in KSA, preferably from the events, and exhibition industry is a plus


• Proven office management & administrative experience


• Knowledge of office management responsibilities, systems, and procedures


• Excellent time management skills and ability to multi-task and prioritize work


• Attention to detail and problem-solving skills


• Excellent written and verbal communication skills (English & Arabic)


• Strong organizational and planning skills


• Proficient in MS Office application & DropBox


• Knowledge of clerical practices and administrative management processes and procedures


• Knowledge of human resources management and accounting practices and procedures


• Experience with supplier management


• Experience organizing or managing team logistics requirements (flights, hotels, PRO etc.)


• Flexible and dynamic work ethic with a can-do attitude

Roles & Responsibilities:

• Point of contact for office maintenance, mailing, shipping, supplies, equipment, bills, and errands


• Organize and schedule meetings and appointments


• Manage executives' schedules, calendars, and appointments


• Assist with all HR admin processes such as employee document management, and employee records management and ensure all documentation is up to date


• Coordinate with PRO agency in regards to all employee and company administrative requirements and applications


• Organize office operations and procedures


• Manage contracts and price negotiations with office vendors, service providers, and office landlords, ensuring that all items are invoiced and paid on time


• Provide general support to visitors


• Design and implement office policies and procedures


• Oversee adherence to office policies and procedures


• Responsible for assisting HR with on-boarding processes


• Responsible for learning, using, and updating the functionality of the internal systems (HR Direct & Proxim)


• Coordinate with the assigned IT team to upgrade and update the functionality and efficiency of the system


• Participate actively in the planning and execution of company events when requested


• Design and implement filing system (physical and online)


• Ensure filing systems are maintained and current


• Ensure security, integrity, and confidentiality of data


• Monitor and maintain office supplies inventory


• Point of contact for outsourced service providers (team logistics operator, HR company & PRO company)


• Coordinate with outsourcing service providers to ensure team logistics are organized and executed on-time and accurately


• Maintain a safe, secure, and pleasant working environment
  Work Location: Riyadh, KSA
   Work Schedule: ‎9 AM to 6PM / Sunday to Thursday