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Office Services Senior Associate


Amman, Jordan

Ref: HP639-3233

Job description / Role

Employment: Full Time

Line of Service
Internal Firm Services

IFS - Administration

Management Level
Senior Associate

Job Description & Summary
Ensures the smooth operation of the office, by coordinating administrative support across the office and ensures that the office is supported in an efficient and effective manner. Responsible for procurement of office supplies. Oversight of office help, drivers and reception.

Primary duties and responsibilities:


- Adhere to the allocated budget for the Office Services function
- Propose costs saving solutions as appropriate
- Work with procurement with regards to office needs (supplies, consumables)
- Prepare purchase orders for all office management supplies,  rent, utilities and service charges 


- In line with Procurement guidelines, provide office services supplies
- Coordinate local events, office events with close liaison with the Office Manager
- Coordinate printing and binding requests
- Facilitate New Hire on-boarding  process via coordinating inductions and other matters with HR
- Notify HC, IT and receptionist of new hires/departures, and provide/remove security passes and access to office as appropriate
- Handles and reports ad-hoc issues arising 
- Acts as an interface between  administrative staff and management
- Manage external archiving if relevant
- Manage seating, storage and parking allocations
- Oversee couriers and post room
- Provide coaching and support for junior EAs if applicable

Internal Process 

- Manage Office administrator assignment and conflicts 
- Adhere to policies and procedures set by management
- Coordinate driver schedules, reviews timesheets and manages leave
- Coordinate office administrator schedules, reviews timesheets and manages leave
- Coordinate receptionist schedules, reviews timesheets and manages leave
- Manage maintenance, repairs
- Manage cleaners and other outsourced services
- Liaise with office landlord
- Fire safety warden and business resilience liaison
- Manage local office petty cash

Learning and Growth 

- Follow up closely on the daily operation of junior staff to ensure  support for office operation is being well-maintained and provided fairly to all office users
- Standardise and improve efficiency of internal office management processes
- Assist the Office Manager in recruiting and deploying junior admin staff (receptionist, office assistants, drivers, etc. according to local needs)
- Training new office management team members 
- Performance management of direct reports
- Act as a key resource and liaison to other functional areas of the business, building cross-functional relationships as needed

Vendors' Management

- Manage the relationship with external vendors, develop and maintain vendors portfolio. Review the LPOs issued for vendors, follow up with finance for payments & evaluate their performance & their level of service & keeping track of invoices and conducted scope of work. 
- In line with Procurement guidelines, work with finance and purchasing with regards to providing office needs including supplies, consumables, stationery, office machinery, shredding, cleaning , facility management and related service agreements

Maintenance & Facility Management 

- Monitor queries received and regularly liaise with Office Manager to target recurring issues.
- Keeping reports and BOQ of spare parts used
- Tracking maintenance dates and schedules with FM company, tracking monitoring, evaluating their scope of work on yearly basis.
- Take responsibility for ensuring that the firm's available workspaces are well maintained and safe to use. 
- Be able to address any customer queries and defuse sensitive situations calmly and effectively.
- Maintain the integrity of the firm's security. Liaise with the Facilities Management Lead and Team Leader to secure compliance and adherence to general Office Management policy (including the clear desk policy). 

Security & Access Cards

- Reviewing the building CCTV and reporting any incidents to management
- Always maintaining a secure workplace according to the firm policies and making sure all building systems are fully functional
- Management of the access control (access cards for staff, visitors & vendors) including the issuance, activation, and deactivation
- Providing insights on building security and conducting assessments with the concerned teams
- Managing all BU's storages including the assets, files and maintaining its confidentiality and safety according to the firm policies
- Managing the security personnel/third party company
- Tracking and reviewing daily security reports of visitors, contractors, or guests.    

Health & Safety

- Addressing health and safety physical issues with the concerned teams  
- Providing hygienic services and using eco-friendly materials to maintain a safe environment
- Managing alarm systems panel and fire fighting systems in the building
- IRAQ Office management Support
- Support local Iraq team with office operations as above - train up local staff to run office independently - travel to Iraq to oversee local operations - 4 times per year



- Bachelor's degree required 


-  Fluency  in spoken and written English, proficiency in Arabic is an advantage

Overall Experience

-  5+ years experience of providing office services in a professional services environment, or equivalent internal experience 

Specific Skills

- Experience with a professional services firm preferred
- Prior people management/team lead experience preferred

Knowledge and Skills 

- Extensive knowledge of associated computer software (e.g. Microsoft Office '97 especially Word, PowerPoint, Excel, etc.)
- Ability to identify problems and resolve them
- Ability to make decisions without prior reference
- Clear and concise communications at all levels
- Strong managerial presence
- Ability to work accurately whilst under tight time constraint and high-quality standards
- Knowledge of the Firm's supply contracts

About the Company

At PwC Middle East, we've set out an ambitious purpose and strive to live it everyday: to solve important problems and build trust in society.

We're a community of solvers that come together in unexpected ways to build trust and create sustained outcomes. We solve important problems, support one another as we grow, develop and build fulfilling careers.

PwC provides industry-focused services for public and private clients across Assurance and Audit, Deals, Consulting, Tax and Legal. We draw on our development legacy that brings together the collective experience of over 7,000 people in our region with offices across 12 countries to solve for tomorrow.

We're striving to consistently deliver innovative work that builds trust and delivers sustained outcomes. And we're proud of the strength that comes from all our different backgrounds and experiences and we value everyone's uniqueness. We thrive in uncertainty, operate with integrity and leverage the diverse perspectives of our teams.

If you're looking for a place that fuels your ambition to make a difference, that matches your curiosity with continuous learning opportunities and reimagines ways of working to enable you to lead a more balanced life, then you're a future PwCer.

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