Administrative Assistant

Key Responsibilities

Front Office & Facilities Management

• • Greet visitors, clients, and vendors in a professional and welcoming manner.
  • Manage incoming calls, emails, and general inquiries.
  • Maintain visitor logs and ensure meeting rooms are prepared and well-presented.
  • Handle courier services, office supplies, and general administrative coordination.
  • Ensure reception and common areas are well maintained at all times.
  • Ensure the office complies with company HSE policies and safety standards at all times.
  • Oversee day-to-day facilities management including:
  • Timely payment and coordination of utilities (internet, DEWA, AC, etc.)
  • Supervision of housekeeping and regular cleaning schedules
  • Management of meeting/conference room bookings
  • Ensuring pantry supplies and office consumables are adequately stocked
  • Manage petty cash, track expenses, and support day-to-day business operational requirements with support staff.
  • Maintain all office-related compliance documentation, licenses, and statutory records in coordination with relevant stakeholders.
  • Coordinate and maintain insurance documentation and travel bookings as required.
  • Provide logistical support for BU office events, including venue booking and on-ground coordination.
  • Maintain oversight of asset management at the location, including tracking, upkeep, and maintenance of company property and equipment.

HR Administration & Operations Support

• • Support delegated HR operational tasks as assigned from time to time.
  • Maintain and track HR inventory (joiner kits, employee gifting materials, engagement items, etc.) and ensure availability.
  • Update and maintain accurate employee data in the HRMS system.
  • Provide on-ground logistical support for HR engagement initiatives and CSR activities.
  • Maintain organized employee documentation (digital and physical) ensuring confidentiality and compliance.

Compliance & Documentation

• • Ensure all employee and company documentation is maintained accurately and securely.
  • Support readiness for internal audits and compliance reviews.
  • Maintain confidentiality of sensitive employee and company information at all times.