GM Office Manager

The Position

Primary Purpose 

 

Responsible for providing secretarial, clerical and administrative support to the General Manager in order to ensure that services are provided in an effective and efficient manner.

Supervises and ensures organizing, managing and keeping the office running by providing the necessary support to the administrative assistants, office staff, and office related vendors. Plays a major role in ensuring a smooth day to day administrative and clerical operations across Roche offices in KSA. 

 

Duties & Responsibilities

Acts as first point of contact and supervises front desk / receptionist coverage within the office facilities to ensure that all different types of queries are dealt with in a timely and effective manner.

Maintains both soft and hard filing systems, ensures consistency and supports the management team where required in accordance with COREMAP policies.

Develops and maintains office etiquette and visitor’s policies and guidelines, with assurance of staff, and visitors adherence and compliance.

Ensures that 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.

Coordinates optimal operations, including office supplies purchasing, equipment, property inventory, building, and disposal with preventive maintenance.

Maintains complete stock of all office supplies and accuracy of inventory.

Connects with building vendors to carry out fixes and improvements.

Maintains 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.

Supports the facilities across different sites by ensuring all Planned Preventative Maintenance (PPM) schedules are up to date and that any remedial works are undertaken quickly.

Acts 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 training to be provided in due course].

Ensures overall administrative support and manages as the primary point of contact the total facility management service providers.

Manage and maintain the GM’s calendar including scheduling appointments, internal/external meetings and conference calls.

Coordinate the GM’s business travel itineraries, flights, hotel accommodation, rental car and other travel needs.

Coordinate logistics and prepare for meetings.

Support the GM in all administrative matters.

Organize weekly/monthly meetings with the General Manager and leadership team and take the action items/minutes of meeting and do the necessary follow-up.

 

Skills and Knowledge

Written and verbal communication/interpersonal skills.

High level of observation, attention to details, and numerical skills ability.

Proven ability to maintain a high level of accuracy.

Demonstrable team working abilities and skills.

Flexible and adaptable under multicultural environments.

Proficiency in Microsoft Office and/or Google Workspace.

High level of time management and problem-solving.

Organized with the ability to cope up with quick changes.

Arabic and English Languages proficiency.

 

Interna and Externa Interactions

Works proactively and collaboratively with individuals and teams both externally and internally.

 

Educational Background & Qualifications

Bachelor’s or Diploma degree in Business Administration or similar.

5-6 years of experience in office administration and facility management.

 

Roche Core Competencies “Individual Contributor”

Decision Making

Communication

Managing Change

Inspiring & Influencing

Teamwork & Collaboration

Achieving Results

Feedback and Coaching

Innovation

 

Who we are

At Roche, more than 100,000 people across 100 countries are pushing back the frontiers of healthcare. Working together, we’ve become one of the world’s leading research-focused healthcare groups. Our success is built on innovation, curiosity and diversity.