The Business Support Officer is responsible for managing facility operations, administrative support, and reception duties at the Jordan office. This role supports day-to-day operations to ensure a productive, safe, and welcoming environment for employees, guests, and vendors.
Key responsibilities:
Facility & Asset Management
- Ensure the facility is fully operational, coordinating with building management for access, security, maintenance, and common area upkeep.
- Maintain office cleanliness, coordinate with cleaning services, and oversee scheduled cleaning and disinfection routines.
- Track and manage office equipment, supplies, and service vendors, ensuring operational efficiency and budget adherence.
- Conduct routine inspections, identify maintenance needs, and manage minor repairs and improvements.
- Oversee health, safety, and security measures, supporting a safe work environment and responding to local health regulations when needed.
- Maintain accurate records of office assets in coordination with finance, including tagging, storage, and insurance documentation.
- Oversee asset movement, ensure proper documentation, and manage warehouse storage as needed.
Office Administration
- Coordinate office supplies and pantry inventory, ensuring timely restocking within budget.
- Track office expenses, monitor budgets, and review billing statements to identify cost-saving opportunities.
- Manage in-house events, and provide support for branch events and town halls.
- Prepare documents, maintain filing systems, and assist with petty cash, invoicing, and procurement requests for the Business Support Department as needed.
- Implement and oversee administrative SOPs for office access, asset movement, and visitor protocols.
- Coordinates with the HQ IT department on all office equipment, creating and canceling email addresses for staff and freelancers and coordinating solving the IT related problems efficiently and in a timely manner.
- Coordinate the travel arrangements for the Jordan office team members, including flights, accommodations and car transfers.
Reception & Visitor Management
- Serve as the primary point of contact at the reception, welcoming guests and directing them as needed.
- Ensure a clean and secure reception area, manage daily office access, and provide a positive first impression to visitors.
- Handle reception duties, including responding to employee requests and coordinating deliveries.
- Support key business communication and maintain confidentiality when handling sensitive information.
Vendor, Contract, and PRO Coordination
- Work with the Business Support Lead and relevant departments to renew contracts and obtain necessary documentation from government entities, handling minor PRO tasks as needed.
- Manage vendor relationships, negotiate pricing, and ensure timely contract renewals.
- Stay informed on market standards and cost-effective solutions to enhance service quality.
Qualifications and experience:
- Bachelor's degree in Business Administration, human resources and management, or a related field
- Minimum 5 years of work experience in an administrative/office management role
- Experience in administration and procurement
- Very good experience in project management
- Experience in working with vendors/suppliers
- Excellent time management skills and ability to multi-task and prioritize work
- Familiarity with management and reporting systems, performance monitoring and agile/adaptive management processes, a plus.
- Understanding in accounts payable activities, knowledge of petty cash management and double entry system knowledge is a plus
- Fluency in English and Arabic
