Administration Executive

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

MUST BE SAUDI NATIONAL

Primary Responsibilities:

• Assist with government departments and agencies such as Ministry of Justice, Ministry of Labour, Chamber of Commerce, Muqeem, Ministry of Commerce, SDAIA, etc.
• Manage Iqama renewals for staff and dependents (where appropriate) in accordance with local regulations
• Issue exit and re-entry visas for non-Saudi staff
• Assist in issuing Saudi visit visas to visitors residing outside KSA
• Support with renewals of licences, and regulatory and business subscriptions
• Report all government related activities affecting the business to the Managing Partner, Operations Manager and/or Office Coordinator as appropriate
• Oversee vendor registrations in Arabic and maintain vendor relationships alongside the Operations Manager and Office Coordinator
• Assist with fact finding and submitting RFPs via the Etimad portal
• Prepare and submit expense claims on behalf of the team using Chrome River
• Provide accurate business translations from Arabic to English and vice versa
• Orders business cards for the team ensuring the English and Arabic text is aligned and accurate

• Manage office vehicle registration, maintenance, and insurance renewals
• Driving duties to include collections and deliveries
• Assist with updating client information and relevant databases on InterAction
• Maintain a clean and tidy meeting room with well-stocked stationery
• 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
• Manage and procurement of office supplies
• Support with printing, scanning and binding tasks as and when required
• Manage own email account including timely response times, filing of emails (including hard copy filing where necessary)
• Assist Office Coordinator and Operations Manager with ad hoc office management projects
• Assist other regional Business Services Managers with local on the ground project support
• Adhere to firm and local office policies and procedures, including those that are formal, informal, documented or verbal

Key Performance Indicators:

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

Qualifications, Skills & Experience:

• Solid experience in government services systems and portals
• Proficient in Arabic and English both written and verbal
• Proven relationship management skills including communicating across all levels throughout the firm
• Good knowledge of Microsoft Outlook, Word, and basic Excel
• 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
• 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
• Strong attention to detail
• Good judgement and problem-solving ability

Competencies:

Personal Leadership

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

Connects and Collaborates with People
• Takes an active interest in others and gets to know the people they interact with
• Treats people with respect and in a fair and consistent way
• Adopts a positive communication style, even when challenged by others

Contributes to the Success of Others
• Maintains an awareness of the firm’s purpose, objectives and structure
• Recognises how their work contributes to and affects the work of others, and prioritises and communicates accordingly
• Identifies opportunities to assist others and readily volunteers their help

Enhances the Client Experience
• Finds ways to enhance the experience of the firm’s clients through their daily tasks
• Shows a willingness to go the extra mile to deliver great service

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

Salary: SAR 15,000 max