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Administration Manager (Saudi Nationals Only)

  • Job reference: ME-005477
  • Sector: Defence, Emergency Management, Security, Transportation
  • Location: Saudi Arabia

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We are currently looking for Administration Manager to support our Atkins business.
 
Responsibilities
  • Staff Management:
  • Day to day management of team
  • Performing professional development reviews and developing job descriptions for staff with a direct reporting line
Atkins has been established in the Gulf for over 40 years, having first carried out design and supervision commissions in the Gulf area in 1967. The regional head office (Dubai) was established in 1979. 
 
We provide a full range of design, engineering and project management services for buildings, transportation and other infrastructure programmes.
 
Atkins in the Middle East now employs around 2,000 staff serving Gulf clients across all market sectors from offices in Abu Dhabi, Al Ain, Doha, Dubai, Jeddah, Kuwait City, Manama, Muscat, Riyadh, and Sharjah.
 
As a provider of multi-disciplined technical services to the built environment, Atkins is committed to design excellence in the delivery of first class solutions which combine, innovation, imagination and best practice.  



Requirements
 
Technical Competencies
 
Essential:
  • 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)
Behavioural Competencies
  • Conduct themselves professionally at all times and work seamlessly with colleagues
  • Excellent interpersonal and communication skills
  • Highly organised with strong attention to detail
  • Discipline to work within corporate governance procedures (seeking sign-off where required)
  • Ability to function independently and intuitively in a fast-paced environment
  • Ability to suggest and ultimately introduce new initiatives to keep costs to a minimum
  • Excellent time management skills
  • Able to act on own initiative and operate in a proactive manner
  • Willing to work evenings and weekends as and when required
Reception:
  • Day to day management of receptionists providing a level of service commensurate with a FTSE250, £1bn turnover, UK plc
Security:
  • 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 Teamspace:
  • 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
Other:
  • 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.
Apply and the process:
 
We are currently looking for Administration Manager to support our Atkins business. 
 
Below is the link to apply for the job:
 
https://careers.atkinsglobal.com/job/administration-manager-saudi-nationals-only--jobid-me-005477 #BA1

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