Job details
The Admin Assistant will work within the Country office and support fee-earning staff and management in a secretarial capacity while taking on basic accounting and finance tasks such as processing invoices and similar tasks. This role will be pivotal in developing and delivering an efficient administrative support service. Key responsibilities and duties include, but are not limited to:
- Providing a full administrative support service to the Saudi country office.
- Providing project support to project management teams, e.g., responding to queries and correspondence, formatting reports, tables, and charts, drafting memos and letters, etc.
- Preparing presentations, agendas, and meeting packs.
- Booking conference and meeting rooms and arranging catering and refreshments.
- Booking approved business travel arrangements, e.g., flights and hotels as per MME travel policy.
- Preparing travel authorisation and other e-forms for approval.
- Coordinating completion of documentation for security and safety requirements for staff being deployed or visiting high-risk category companies.
- Booking transportation for business journeys.
- Procurement of approved goods and services via LPOs, such as travel, hotel bookings, business cards, and stationery as per MME procurement and authorisation policy and via MME preferred suppliers.
- Checking and verifying supplier invoices, date stamping on receipt, attaching any supporting documentation, coding up and obtaining approval as per company policy, and forwarding to Finance.
- Ensuring staff timesheets are completed on time, making any amendments as required within the deadline.
- Obtaining approval for leave bookings in advance of the leave being taken and advising staff accordingly.
- Conducting office orientation tours with new staff and visitors.
- Performing other administrative duties such as filing, scanning, photocopying, and retrieval of archiving.
- Management of incoming/outgoing mail.
- Preparing and submitting expense claims for site staff, Project Managers, and Directors.
- Maintaining office safety by ensuring that the desktop and surrounding area are safe for use at all times and reporting any incidents or potential incidents as per company policy.
- Assisting with any tasks and projects which may arise on an ad-hoc basis.
- Educated to Diploma level; a Degree level education would be advantageous.
- Highly organised with strong forward planning and time management skills to prioritise workload.
- Excellent level of accuracy with attention to detail.
- Ability to multi-task and work under pressure.
- Ability to be resourceful and proactive in dealing with issues that may arise.
- Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook at Intermediate – Advanced Level.
- Enthusiastic and conscientious working nature, hard-working, punctual, and reliable.
- A positive, flexible, and helpful disposition with a “can do” attitude.
- Prior experience of working within a global organisation.
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