Office Manager

Roles and responsibilities

JASARA PMC, a joint venture between Public Investment Fund (PIF), Jacobs, and Saudi Aramco, is seeking an experienced Office Manager to join their team in Saudi Arabia. As an Office Manager, you will oversee the day-to-day operations of the office to ensure smooth running of the department. You will be responsible for managing the administrative support team, coordinating office procedures, and managing correspondence. This is an exciting opportunity to work for a company that is delivering on the promise of Vision 2030 by providing social infrastructure programs to the Kingdom of Saudi Arabia.

Responsibilities

Manage the administrative support team with clear direction, mentorship, and communication
Ensure the office policies and procedures are implemented effectively
Oversee the ordering of supplies and ensure inventory levels are maintained
Manage correspondence and communication through various channels
Manage and monitor office budgets
Liaise with external vendors and service providers for facility management services
Plan and coordinate office events and activities
Office Administration and Operations
Manage Office Supplies: Oversee inventory management of office supplies, order replacements, and ensure that all necessary items are in stock.
Maintain Office Environment: Ensure that the office is clean, organized, and conducive to work. This can include overseeing maintenance, cleanliness, and repairs of office equipment and infrastructure.
Office Equipment Management: Ensure all office equipment (e.g., printers, copiers, fax machines) is functioning and schedule repairs or maintenance as necessary.
Coordinate Office Services: Arrange for external services, such as cleaning, IT support, security, and office catering.
Staff and Resource Management
Provide Support to Staff: Serve as a point of contact for staff, offering support with administrative tasks, office issues, or resources. Ensure that staff has everything they need to perform their jobs efficiently.
Onboarding New Employees: Assist with onboarding new hires, including organizing orientation, preparing office equipment, and introducing employees to the office environment and policies.
Schedule Staff Meetings: Coordinate and schedule meetings, events, and appointments for team members or executives. Manage meeting room reservations and ensure all logistics are in place.

Desired candidate profile

Bachelor's degree in Business Administration, Management, or any related field
Proven experience as an Office Manager or a similar role
Excellent communication and interpersonal skills
Strong time management and organizational skills
Proficient with Microsoft Office Suite (Word, Excel, PowerPoint)
Demonstrated ability to manage a team and work collaboratively
Knowledge of facility management and office equipment
Communication and Coordination
Internal Communication: Facilitate communication within the office, ensuring that messages, memos, and important notices are disseminated to relevant teams or individuals.
Liaise with Management: Work closely with company executives and department heads to ensure office operations align with business needs and goals.
Client Interaction: Handle client inquiries and correspondence, schedule meetings, and provide general administrative support as needed.
Document and Record Management
Document Filing and Organization: Maintain organized filing systems for both physical and digital documents, ensuring that they are easy to access and comply with legal and company requirements.
Manage Office Correspondence: Handle incoming and outgoing mail, packages, and deliveries. This can include sorting mail and distributing it to the appropriate individuals.
Document Preparation and Editing: Prepare and proofread office documents, presentations, reports, and spreadsheets. Ensure accuracy and compliance with office standards.