Administration Executive (Saudi National)

Title: Administration Executive

Primary Objectives:

To provide the client's office with full GRO and administrative support, to provide simple business translations at a consistent high standard and to assist their Middle East Operations Manager and their Riyadh Office Coordinator with local office management projects.

Location:

Riyadh, Kingdom of Saudi Arabia

Primary Responsibilities:

1. Assist with government departments and agencies such as Ministry of Justice, Ministry of Labour, Chamber of Commerce, Muqeem, Ministry of Commerce, SDAIA, etc.
2. Manage Iqama renewals for staff and dependents (where appropriate) in accordance with local regulations.
3. Issue exit and re-entry visas for non-Saudi staff.
4. Assist in issuing Saudi visit visas to visitors residing outside KSA.
5. Support with renewals of licences, and regulatory and business subscriptions.
6. Report all government related activities affecting the business to the Managing Partner, Operations Manager and/or Office Coordinator as appropriate.
7. Oversee vendor registrations in Arabic and maintain vendor relationships alongside the Operations Manager and Office Coordinator.
8. Assist with fact finding and submitting RFPs via the Etimad portal.
9. Prepare and submit expense claims on behalf of the team using Chrome River.
10. Provide accurate business translations from Arabic to English and vice versa.
11. Order business cards for the team ensuring the English and Arabic text is aligned and accurate.
12. Manage office vehicle registration, maintenance, and insurance renewals.
13. Driving duties to include collections and deliveries.
14. Assist with updating client information and relevant databases on InterAction.
15. Maintain a clean and tidy meeting room with well-stocked stationery.
16. Provide ad hoc front of house support such as greeting clients and visitors in a professional manner, preparing drinks and/or snacks and/or lunches (as appropriate) for client meetings.
17. Manage procurement of office supplies.
18. Support with printing, scanning and binding tasks as and when required.
19. Manage own email account including timely response times, filing of emails (including hard copy filing where necessary).
20. Assist Office Coordinator and Operations Manager with ad hoc office management projects.
21. Assist other regional Business Services Managers with local on the ground project support.
22. Adhere to firm and local office policies and procedures, including those that are formal, informal, documented or verbal.

Key Performance Indicators:

1. Translations produced to a high level of accuracy and completed within agreed timeframes.
2. Task based work is consistently completed as requested, within agreed timeframes and is of a consistently high standard.
3. A reputation within the practice for being an adaptable, flexible, and supportive team player.
4. A reputation amongst Business Services groups for being an effective communicator and for working with them to achieve positive outcomes.
5. Compliance with the client firm’s policies, guidelines, and recommended ways of working.
6. Actively participate in the client firm’s annual performance review process, using knowledge of the Business Support Competency Framework to set professional goals.
7. Self-motivated and results oriented.

Qualifications, Skills & Experience:

1. Solid experience in government services systems and portals.
2. Proficient in Arabic and English both written and verbal.
3. Proven relationship management skills including communicating across all levels throughout the firm.
4. Good knowledge of Microsoft Outlook, Word, and basic Excel.
5. Excellent written and verbal communication skills in both Arabic and English with a demonstrated ability to build effective and trusting relationships with people internally and external to the firm.
6. Proven high level organisational and time management skills with the ability to think ahead, prioritise workload, respond to and manage changing circumstances and work under pressure to meet deadlines.
7. Strong attention to detail.
8. Good judgement and problem-solving ability.

Competencies:

Personal Leadership

1. Takes pride in their work and positively impacts those around them.
2. Inspires confidence by consistently delivering quality work.
3. Maintains composure under pressure by finding ways to manage their reactions to challenging situations.
4. Behaves consistently with the firm’s values and brand and inspires this in others.

Connects and Collaborates with People

1. Takes an active interest in others and gets to know the people they interact with.
2. Treats people with respect and in a fair and consistent way.
3. Adopts a positive communication style, even when challenged by others.

Contributes to the Success of Others

1. Maintains an awareness of the firm’s purpose, objectives and structure.
2. Recognises how their work contributes to and affects the work of others, and prioritises and communicates accordingly.
3. Identifies opportunities to assist others and readily volunteers their help.

Enhances the Client Experience

1. Finds ways to enhance the experience of the firm’s clients through their daily tasks.
2. Shows a willingness to go the extra mile to deliver great service.

Achieves Results

1. Goes above and beyond to contribute to the success of the firm.
2. Pays attention to the quality and accuracy of their work.
3. Suggests new ideas or ways of doing things in a confident, constructive, and sensitive way.

Salary:

SAR 15,000 max