IFS - OM - Office Support Associate

PricewaterhouseCoopers

Riyadh, Saudi Arabia

Posted
Ref: HP639-1336

Job description / Role

Line of Service
Internal Firm Services

Specialism
IFS - Administration

Management Level
Associate

Job Description & Summary
A career in Administration and Secretarial Services, within Internal Firm Services, will give you with the opportunity to provide administrative support to PwC employees. You'll focus on using business software applications to prepare reports, receiving and directing incoming calls or emails to the appropriate parties, arranging business travel, tracking expenses, and coordinating meeting arrangements. 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 administrators,
drivers and reception.

Primary duties and responsibilities

Financial
- 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 Customer
- 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

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

Requirements

Knowledge, skills, and abilities

Education
- Bachelor's degree required

Language
- 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

PwC firms help organizations and individuals to create the value they're looking for.

We're a network of firms in 158 countries with close to 169,000 people who are committed to delivering quality in assurance, tax and advisory services. PwC is the brand under which member firms of PricewaterhouseCoopers International Limited (PwCIL) operate and provide services. Together, these firms form the global PwC network.

In our 3 key areas of business or Lines of Service Assurance, Tax, and Advisory we work with our clients from business start ups to the worlds leading organizations to measure, protect and enhance the things that matter most to them.

We help our own people to learn, discover, develop and make a real difference all the way through their working lives. And we have big ambitions to grow.

PwC Middle East Region is part of what we call the Central Cluster and includes the UK, Europe and Africa as well as the Middle East. The region consists of 12 markets - UAE, Saudi Arabia, Qatar, Kuwait, Bahrain, Oman, Jordan, Lebanon, Egypt, Libya, Iraq and Palestine.

PwC has been established in the region for over 40 years, we already employ over 4500 people and we are on course to become the Middle East number one professional service firm.