Job Description
Purpose of your job
The post holder will oversee the relationship between AEI Saudi and some of our most valued and important clients. You will be responsible for building and maintaining relationships with our client s key points of contact and responding to and fulfilling client requests.
Principal accountabilities / key result areas
Customer service:
Acting as a point of contact for Back Office clients by answering questions and queries on time, including processing incoming e-mails and phone calls.
Ensure all clients receive a clear plan and timeline of service activities, including relevant dependencies such as required documentation and task dependency conditions.
Ensure that all clients are updated with the status of their services and requests. And that they are informed quickly and professionally when there are complications with activities.
Sending timely and regularly updates on activities and tasks an ensuring that the client contact has all the information they require to make informed decisions and to keep their own stakeholders informed.
Administration activities:
Support in drafting professional correspondence such as contracts, agreements, letters, and other documents as advised by the Head of Corporate Services.
Support the Head of the Back Office Business Unit with several vital financial duties, including:
Developing proposals
Developing cost models
Raising invoices request forms
Vendor and client registration and PO raising
Chasing aged debt
Maintain up-to-date records on client activities and requests.
Ensure that all task management systems are kept up to date and contain the relevant information.
Support the Head of the Back Office Business Unit in preparing the relevant activity reports for the Senior Management and Executive Teams.
Client-facing activities:
Support the Head of Back Office Business Unit to ensure the following key activities are completed to desired quality standards and to the timescales laid out in proposals and other client-facing documentation.
Back Office Activities:
Supporting the Head of Back Office to ensure the following key activities are completed to desired quality standards and to the timescales laid out in proposals and other client-facing documentation.
The renewal of all appropriate licences and registration, including MISA, CoC, Commercial Registration, Municipality License and Wasel etc.
Global immigration and employee mobility
Ongoing compliance with Saudi Labor Law
Delivery of operational HR services, including:
The management of critical government portals, including HRSD, GOSI, Muqeem and QIWA.
The issuing of employee-related documentation, including LOIs, LOIntros, ERE Visas, Iqama cards, Residency Permits and Uniform Business Visas (UBVs).
The attestation of critical company and employee letters and documentation.
Collaborative Working:
To attend and actively participate in team and project management meetings where required
To support HR and the GRO teams in preparing, processing, and submitting LOIs, Iqamas, visit visas, ERE visas, and other legal documents to government departments.
To support finance in preparing financial documentation such as invoices and credit notes, reconciling accounts, and chasing overdue invoices.
To work in partnership with other business units and, where appropriate, make internal referrals to other AEI services and products.
Skills, knowledge and experience
Skills:
Bi-lingual excellent English and Arabic written and oral skills
Excellent research and analytical skills
Excellent MS Outlook, Word and Excel skills
The ability to summarise complex information
Good customer service skills
Good communication skills
Good relationship-building and interpersonal skills
Ability to work in a process-driven environment
Ability to work as part of a team
Problem-solving skills
Personal Characteristics:
Trustworthy
Motivated
Organised
Experience:
Experience working in the Corporate Services or Government Sector within Saudi Arabia is a distinct advantage.
Experience working in the Consultancy or Professional Services industries is a distinct advantage.
Proven administrative experience and practical organisational skills.
Proven experience in providing service to internal and external stakeholders to achieve successful outcomes.
Fast learner and willing to learn and handle new responsibilities.
Knowledge of research skills and processes is a distinct advantage.
Experience international business and working within a Western work culture a distinct advantage.
Key interfaces
Internal: Chief Executive Officer, Chief Operating Officer, Deputy Chief Executive Officer, Head of Entity Establishment, Head of Strategic Accounts, Head of Consulting, Head of HR and Government Services, Head of People Services, Head of Support Services, Key Account Managers, Senior Government Relations Officer, Government Relationship Officers, HR Coordinator, HR Administrator, Chief Finance Officer, Finance Coordinator, Finance Assistants, Sponsorship Manager.
Desired Candidate Profile
Education:
Any Graduation()
Gender:
nm
Nationality:
Any Nationality
