ALEC
We are currently seeking a highly motivated and experienced Site Administrator to join our team in NEOM.
Position Overview
To manage the site administration functions, interfacing with the site employees, client representatives and support office departments. Covering administration on site for HR, procurement, time and attendance, finance and communications.
Core Job Functions
To be the point of contact on site for any administration query
2. To ensure ALEC policies and procedures are followed in the site office
3. To manage the Receptionist, Office Assistants, drivers and cleaners, delegating tasks and objectives
4. To support the Contract Manager and Commercial Manager with any administrative duties e.g.
minute taking, typing, document flow between site and DIC functions (HR, Payroll and Finance)
5. To provide the client with administrative support if required
6. To oversee the site office facilities to ensure they are appropriately managed and maintained, with respect to general layout, faxes, printers, stationary cupboard etc
To oversee the booking of meeting rooms ensuring that the room is set up appropriately,
refreshments are provided and after the meeting the room is cleared ready for the next
meeting
To monitor the printers, faxes and network connectivity on site, ensuring they are in
working, if not, report faults to ensure down time is minimised, liaising with IT accordingly
To monitor the printers and faxes on site, ensuring they are adequately stocked
To manage the recycling in the site offices, ensuring paper bins are provided and collected
by the office assistants on a regular basis
To ensure the site offices are kept safe, clean, tidy and presentable, rectifying issues where
necessary
7. To oversee the driver schedules ensuring that all staff who require transport are accounted for
8. HR Administration
Coordinate with the recruitment team the arrival of new staff, ensuring their workstation (with
network connectivity)and stationary (if required) is arranged prior to arrival, site office
orientation is given with introductions to key personnel and any requirements that enable the
employee to be ‘fit for work’
To supply HR related forms to all staff on site
To receive leave and advanced leave applications, prepare advanced time sheets and ensure they
are approved, log them locally and send the original into DIC
To ensure a staff transfer form and a transfer appraisal form is completed for any internal
transfers (both staff and labour)
To ensure accommodation and transport are arranged for staff transferring to other sites
To work in collaboration with the Contract Manager and Senior Department Representative to
update the schedule of release dates from the site on a monthly basis
To support employees in completing medical claims forms
To receive NOC application forms and forward them to DIC
To support the Training and Development Team in scheduling, and informing people of training
courses
To coordinate visa renewal medical appointments with the PRO team
To monitor which employees are using staff transport and provide a transport register to HR
and Payroll on a monthly basis
9. Finance Administration
To administer and manage the site petty cash (if appointed), providing there is no Site
Accountant, and under the supervision of the Commercial Manager
10. Time and Attendance Administration
To complete and monitor timesheets for all staff · To support the implementation of the automated Time and Atte
11. Procurement Administration
To complete requisition forms for all equipment, stationary and office furniture required by the site and forward them to the Procurement Department for ordering and delivery
To organise pest control for the site, both regular maintenance and one off issues
12. Communications Administration
To update communications boards on the site with any new bulletins and updates
To work with the Marketing and Communications Coordinator to ensure signage on site is as per the ALEC specification and the contract documentation
Requirements:
3 – 5 years experience in administration
Good written and spoken english
Arabic speaking
Skills & Abilities:
1. Qualified Business Administration or similar
2. Excellent communication skills (verbal & written)
3. Advanced in use of MS Office (Word, Excel)
4. Minimum 2-4 years supervisory experience in an administration role
5. Ability to organise a large group of people
6. HR experience would be an advantage