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Hiring For Administration Manager In Saudi

Atkins Middle East
Jubail, Saudi Arabia

The Role
Staff Management:
• Day to day management of team
• Performing professional development reviews and developing job descriptions for staff with a direct reporting line

• Day to day management of receptionists providing a level of service commensurate with a FTSE250, £1bn turnover, UK plc

• Management of controlled, safe and secure access/egress to and from company premises; staff, visitors, service contractors, cars and the like
• Day to day management of security contracts
• Develop scope of works and KPIs

Travel and Accommodation Management:
• Day to day management of administrators ensuring all bookings for Saudi flights and hotel/apartment accommodation requests are actioned within Atkins’ processes and procedures
• Liaising with Landlords/Hotels/Airlines for best rates for business

Space Planning and Management:
• Conduct space analyses
• Prepare zone drawing layouts
• Develop outline and detailed AutoCAD drawing layouts
• Liaise with design teams to prepare Mechanical and Electrical drawing layouts
• Arrange drawing layouts for Municipality/Civil Defence submissions
• Assist in the preparation of corporate space, layout and workstation standards
• Develop CAFM system

Office Fit-out & Modifications Works:
• Assist with project co-ordination (including IT and Building Services)
• Prepare technical specifications, tender and contract documentation
• Prepare letters for issue to landlord and statutory authorities
• Prepare tender analyses
• Oversee physical changes to the office
• Prepare minutes of meetings
• Conduct post-occupancy reviews

Office Move Management:
• Project co-ordination
• Meet and discuss changes with internal clients
• Determine furniture, equipment and resource requirements
• Manage physical changes to the office
• Resolve post move issues
• HSE audits
• Develop and conduct quality surveys

Lease Management:
• Maintain database of all company leased property held in company name (offices, warehouse, apartments, villas etc.)
• Day to day management of all company leased property (lease renewals, terminations, landlord discussions, secondees etc.)

Asset Management:
• Maintain monthly database of space usage by business unit for chargeback purposes
• Update floor plans each month to identify space usage in office

Car Parking Management:
• Day to day management of safe and secure, company provided, car parking facilities
• Maintain monthly database of parking usage by business unit for chargeback purposes

Business Continuity Planning:
• Maintain documentation from Office Services team (updated floor layouts, contact information, etc.)
• Assist BCP team with implementation of emergency action plan

Property Maintenance Management:
• Prepare and develop PPM (Planned Preventative Maintenance) procedures, schedules and checklists for each maintenance activity
• Ensure reactive and planned maintenance work is undertaken on time and in a safe working environment for all members of staff
• Prepare monthly reports on maintenance services

Print / Mail room Management:
• Prepare and develop print/mail room procedures for each print/mail room activity
• Ensure services are provided to internal clients from stationary requisitions, printing and scanning through to mail and courier deliveries
• Prepare monthly reports on mail room services

Office Services Procurement:
• Review current practices
• Produce RFPs
• Meet with suppliers/tenderers
• Develop Service Level Agreements
• Review and recommendation reports
• Implement new suppliers
• Update and maintain procurement register
• Day to day management of service providers

Property Cleaning Services Management:
• Manage day to day running of cleaning and security contracts
• Develop scope of works and KPIs

LPO Management:
• Raising and managing Local Purchase Orders for all business/office service related items

Office Services:
• Maintain the intranet website (add new users, update content, communications to staff)

Office Services Helpdesk:
• Maintain and manage the helpdesk system (add new users and allocate jobs to correct member of team for their action)
• Prepare monthly reports on Facilities Management Helpdesk

• All space planning, fit outs, modifications and maintenance are to be undertaken with strict compliance to the Company HSE policies. Work place risk assessments must be undertaken prior to starting any works.
• Provision of required reports to the Director.
• Assistance to technical disciplines in archiving arrangements including off site facility management.
• Assistance in providing up to date information for Marketing newsletters.
• Management and control of Maintenance and Office Services petty cash.

• Good level of understanding of safe working practices
• Minimum 12 years facilities management/office services experience within an office environment
• Must possess a degree from an international certified university.
• Good level of awareness of appropriate contractual arrangements
• Excellent English language skills (written, reading, spoken)
• Good Microsoft Office skills (Word and Excel)
• Good AutoCAD skills (preferable)

About the Company
Atkins is one of the leading providers of professional, technology based consultancy and support services to the industry, commerce and governments in all of the worlds major economies. With over 17,000 staff operating in Europe, the Middle East, Asia Pacific and the Americas, Atkins has a broad range of skills and resources and provides Clients with a comprehensive service throughout the entire life cycle of the projects in the built environment.

We aim to be the international first choice supplier of technical and integrated services. Shaped by our customers’ needs, our vision is to: focus on quality seek world class design and excellence strive to add value be flexible to the evolving needs of a changing society

Atkins first carried out design and supervision commissions in the Gulf area in 1967. From its regional head office in Dubai, U.A.E. Atkins Middle East now employs over 2000 staff located in Dubai, Abu Dhabi, Sharjah, Oman (Muscat ), Qatar (Doha) Bahrain (Manama), Kuwait (Kuwait City) and India (Bangalore).