Job Purpose
The Administration Assistant is responsible for ensuring proper management of meeting rooms, cleaning and recycling services to ensure effective and efficient operations and completing daily administrative tasks, at the headquarters, warehouses, and boutiques.
Key Accountabilities and responsiblities
1.Cleaning and Recycling:
- Supervise and coordinate with the third-party cleaning company for managing the cleaning team.
- Control the cleaning quality and implement the cleaning procedure to make sure that the company guidelines are met.
- Control and audit the cleaning team’s attendance as per the cleaning contract.
- Liaise between the employees and cleaning team on various requests.
- Provide the cleaning team with tissue, bags, cups, and soap, maintain an accurate inventory, and provide consumption reports.
- Monitor the implementation of the proper recyclable waste disposal policies to help maintain a green environment.
- Follow up with the cleaning team to make sure that the recycle bins are being collected on a periodic basis.
- Follow up with the employees to make sure that they are placing the correct disposable item in the right bin.
- Update continuously the recycling data and provide needed reports.
- Validate cleaning and recycling invoices.
2. Coffee Machines and Water Dispensers:
- Fill, maintain and clean the coffee machines multiple times on a daily basis.
- Control and track the coffee machine material to avoid out-of-stock situations.
- Track cash out from the coffee machines on a daily basis in order to hand them over to the Cashier.
- Set, implement, and follow up a certain schedule for the cleaning and sterilization of water dispensers.
3.Meeting Room Arrangements:
- Coordinate and reserve conference rooms to avoid reservation conflicts.
- Prepare and organize conference rooms to ensure timely service when requested.
- Follow up on arrangements of meetings, conferences, and projects in terms of stationary and supplies needed.
4.Other Administrative Tasks:
- Handle basic administrative duties such as labeling, file organizing, etc.
- Provide assistance for the administration team in order to facilitate the work process whenever needed.
- Handle the delivery and pick up of mails, couriers, documents, packages, and non-good items to concerned departments to facilitate the work process.
- Ensure on-time delivery of documents according to the procedures in order to avoid delays.
- Provide stationary services (photocopy, binding, etc.) when needed.
- Renew the PO Box of the company.
4.Qualitifcations, Experience & Skills
- High School Diploma or Technical Degree.
- 0 to 2 years of experience in an administrative role.
- Intermediate in Arabic and English. French is a plus.
- Basic knowledge of Microsoft Office.
- Good organization skills.
- Excellent negotiation skills.
- Great attention to detail and good follow-up skills.