Senior Office & Facility officer | Khobar, SA

Allianz; Al Khobar; On-site; USD 20,000 - 30,000; Full time

Job summary

A leading company in the insurance industry is searching for a Facilities Manager who will be responsible for procurement, vendor management, and event coordination. Candidates should hold a Bachelor's degree and have relevant industry knowledge and strong organizational skills. This position supports the company's operational effectiveness while ensuring legal compliance and adaptability to changing environments.

Qualifications

• Bachelor's degree in a relevant field is required.
• Strong understanding of facilities management activities.
• Proficiency in MS Office and internet research.

Responsibilities

• Oversee procurement of office supplies and equipment.
• Manage vendor relationships and compliance.
• Coordinate events and hospitality services.

Skills

Interpersonal Skills

Communication Skills

Administrative Skills

Adaptability

Education

Bachelor's degree in Business Administration

Tools

MS Office

Job description

The areas of responsibility under the Office and Facilities department following:

Procurement: Overseeing the procurement of non-IT items, including office supplies, stationery, kitchen provisions, and essential office equipment.

Vendor Management: Screening and managing GSSS vendors, ensuring compliance with company standards.

Event Management: Planning and coordinating key company events such as Ramadan gatherings, National Day celebrations, and other company events.

Hospitality: Arranging hospitality services for company guests, meetings, and coordinating government visits.

Support Staff Supervision: Managing and delegating tasks to office support staff, including cleaners and office assistants, while overseeing their schedules and productivity. Departmental Support: Providing administrative and logistical support across departments, including furniture moves, inventory management, and coordination with IT.

Governmental Licensing: Handling the management of various governmental licenses and certifications, including Civil Defense, Municipal, SAGIA, Medical Coding, and Chamber of Commerce approvals.

Immigration Services: Managing the issuance of work permits, MOFA documentation, and processing visit and work visas for employees.

Renewals: Ensuring timely renewals of essential licenses and certifications, contracts such as the 3M CGS Certificate and fire extinguisher maintenance.

Insurance Management: Maintaining and renewing the company's insurance policies, including fire, allied perils, and professional indemnity coverage.

Office Maintenance: Overseeing the maintenance of the office, by coordinating this with the Landlord team and other contractors.

Travel Coordination: Handling business travel arrangements for employees, including booking tickets, hotel reservations, and managing EDS forms for high-risk travel destinations.

Policy and Procedure Management: Developing, maintaining, and reviewing office policies and procedures, including those related to health and safety, event management, and standard operating procedures.

Banking Relationships: Managing the company's banking relationships, assisting the Finance Manager with banking tasks, and serving as an official company representative.

Petty Cash Management: Serving as the custodian of petty cash.

Postal and Courier Services: Managing the company's postal and courier needs- cover for the Receptionist when she is on leave

Webex and Reception Coverage: Setting up Webex meeting links for staff and providing this as a backup support when the receptionist is on leave.

Parking Management: Coordinating guest parking arrangements and facilitating employee parking in collaboration with HR.

Real Estate and Landlord Coordination: Acting as the primary contact for all matters related to the company's rental contracts and liaising with landlord.

Reporting: Compiling and submitting detailed reports, including incident reports, environmental reports, and expense dashboards.

Environmental Initiatives: Leading environmental initiatives for the KSA office where possible.

Minimum Requirement:

• Education: Bachelor's degree in Business Administration, or related field.
• Industry Knowledge: Understanding of facility Management related activities and best practices.
• Skills: Strong interpersonal, communication, and administrative skills.
• Technical Proficiency: Proficient in MS Office and internet research.
• Teamwork: Ability to work within a diverse team.
• Dependability: Proactive , structured ,and independent working method.
• Adaptability: Ability to adapt to changing work environments.
• Legal Compliance: Legally permitted to work in the country of operations.

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