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Administrative Assistant

1.00 to 3.00 Years   Jeddah , Saudi Arabia   21 Jul, 2023
Confidential Company
1 Jobs Openings
Job LocationJeddah , Saudi Arabia
EducationBachelor's degree / higher diploma
SalaryNot Mentioned
IndustryPharmaceutical Manufacturing
Functional AreaNot Mentioned

Job Description

Handle and ensure organizing, managing and keeping the offices running by providing the necessary support to the office staff and office related vendors. Execute and manage a smooth day to day administrative and clerical operations across Roche offices in KSA.DUTIES & RESPONSIBILITIES :

  • Act as First point of contact and supervise front desk / receptionist coverage within the office facilities during working hours to ensure all different types of queries are dealt with in a timely and effective manner.
  • Handle all incoming and outgoing mail to offices.
  • Handle both soft and hard filing systems, ensuring consistency and support management team where required in accordance with COREMAP policies.
  • Ensure office etiquette and visitor?s policies and guidelines are adherence to and is in compliant.
  • Manage office tasks such as ?but not limited to? filing, generating reports, meetings arrangement, reordering supplies, real-time scheduling support by booking appointments, travel arrangements (such as booking flights, cars rentals, hotels bookings, etc?) are systematic and well organized.
  • Handle optimal operations, including office supplies purchasing, equipment, property inventory, building, and disposal with preventive maintenance.
  • Manage complete stock of all office supplies and accuracy of inventory.
  • Manage the financial administration of the office including: raising purchase orders, reconciling invoices, monitoring expenditure against budget, follow up outstanding payments, and liaise with the finance team upholding accurate financial record keeping.
  • Liaise with third party suppliers / contractors handling office facility management, monitoring performance against Key Performance Indicators (KPIs) and Service Level Agreements (SLAs), including attending monthly suppliers review meetings.
  • Ensure all Planned Preventative Maintenance (PPM) schedules are up to date and that any remedial works are undertaken quickly.
  • Act as the last point of contact in the emergency chain communication (to contact Facility emergency office when established or Fire/Emergency department) [thread handling / Fire Warden and First aid trainings to be provided in due course].
  • Handle overall administrative support and coordinate with total facility management service providers.
  • Monitor iREMS events system to ensure completeness of pre and post event documentation as well as follow up with requesters within the organization
  • Compiling vendor creation forms to be set up on SAP system.
  • Create and follow up on purchase requisitions for all functions within the affiliate.
  • Coordinate due diligence tasks for HCPs and healthcare organization

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