MAIN OBJECTIVE OF ROLE
To provide administrative support across office, fleet, and retail operations, ensuring efficient coordination of supplies, events, vehicle maintenance, and compliance.
KEY RESPONSIBILITIES
- Provides general administrative support to employees, including managing office supplies, pantry, stationery, and other ad hoc requirements.
- Coordinates office activities and events, ensuring smooth execution in coordination of meeting room setups, refreshments, and other requirements.
- Tracks and manages petty cash expenses, coordinate mailroom activities, and assist with office moves.
- Coordinates with business card requirements, obtaining quotes and validating invoices for office supplies and services.
- Assists and coordinates with the Airside permits and documentation, including permits and passes for contractor vehicles.
- Maintains records for vehicle service schedules, inspections, and spare parts inventory (e.g., batteries).
- Prepares weekly and monthly reports on fleet performance, preventive maintenance (PM), vehicle usage, and expenses.
- Coordinates and supports fleet operations via the Fleet Management System, alerting users of any misuse or irregularities.
- Records vehicle maintenance and accidents for trend analysis, ensuring vehicles are roadworthy and meet safety standards.
- Ensures vehicle permits and airside passes are valid and up to date, coordinating with relevant authorities.
- Submits requests for vehicle registration and insurance renewals, assist with insurance claims, and arrange vehicle maintenance and repairs with external workshops.
- Monitors vehicle usage for cost optimization, track fleet-related invoices, and address vehicle emergencies or breakdowns promptly.
- Coordinates with Retail operations on new vendor sourcing, offering support by scheduling appointments, securing permits, managing access, and handling all necessary approvals (PFA) to ensure smooth vendor onboarding.
- Maintains sales reports and proper record-keeping for auditing and performance tracking purposes.
- Coordinates with retail Operators on their deliverables and compliance.
Qualifications - External
QUALIFICATIONS REQUIRED
Minimum Education Level
Bachelor's Degree (3+ years)
Education Specific Requirement (if applicable)
Engineering degree
Languages
Fluent in English & Arabic
EXPERIENCE REQUIRED
Years with Qualifications
0 - 2 years
Systems Knowledge (if applicable)
IT Literate with good MS Word, Excel and Power point skills
CORE COMPETENCIES
- Customer Focus
- Effective Communication
- Teamwork
- Personal Accountability & Commitment to achieve
- Resilience and Flexibility (Can do attitude)
ISR REQUIREMENTS
Reads and complies with the ISR policies of the Company and diligently reports any weakness or incidents to the respective Line Manager or the Information Security team. Completes all required ISR awareness sessions and follows associated guidelines in the day-to-day business operations.
