Administrative Specialist

Job Purpose
The Administration Specialist will provide support to the administration team in maintaining efficient office operations. This includes performing a wide range of administrative tasks, assisting with office organization and management, and helping to ensure the smooth and effective functioning of office procedures.

Job Description

Administration

• Perform a wide range of administrative duties, such as managing meeting rooms booking and managing correspondence and visitors/employees access control.
• Maintain company files and records in accordance with the company's policies.
• Help in following up approvals and sign off business documents.
• Manage the business travel booking as requested.
• Assist with special projects as assigned.
• Control all government and non-government portals related to KSA branch.

Facility, Security and Safety Management

• Monitor office supplies and reorder as necessary. Ensure all necessary equipment is well-maintained and in good working order.
• Communicate with vendors and service providers as directed, coordinating deliveries, maintenance, or other services.
• Maintain the office condition and arrange necessary repairs.
• Follow office space contract renewal or work in getting a new contract.

Budget Management

• Prepare regular reports on office budgets and expenses.
• Reconcile the utilities bills and coordinate with relevant stakeholders for dues settlement.

Compliance

• Comply with the company's Information Security Management System (ISMS) and ISO 27001 requirements, and actively participate in regular training and audits to ensure continuous alignment with the standard.

Code of Conduct

At Bespin, we are committed to excellence in all that we do, continually seeking opportunities for improvement and innovation. We prioritize fostering a positive and collaborative atmosphere where teamwork thrives, and we expect all our employees to embrace this commitment as well.

Key Expectations

• Embrace a dedication to excellence and actively seek opportunities for improvement and innovation.
• Contribute to a positive and collaborative environment that encourages effective teamwork and support.
• Collaborate with colleagues to adapt and achieve shared goals, driving success together.
• Serve as a role model for peers by embodying the Bespin Motto and upholding the behaviours and ethics that define our organization.
• Help create a vibrant and inspiring workplace for all employees.

Job Specification

Education

• Bachelor's Degree (preferred)
• High school diploma (required)

Professional Certifications

• Administrative Assistant Certification

Knowledge

• Strong organizational and time management skills
• Excellent verbal and written communication skills
• Ability to multitask and prioritize work
• Detail-oriented with a high level of accuracy.