Admin Executive | AF Engineering | Jeddah

ROLE PURPOSE:

To be responsible for organizing all communication and correspondence documentation to facilitate project work and other administrative functions.

KEY RESPONSIBILITIES:

Office Management:

• To monitor and ensure maintenance of the general housekeeping in the premises and to control the office boys. Report on the activities to HRBP.
• Monitor the Punch cards of Admin Staff/Workers and ensure attendance records are proper. Report on irregularities to the HRBP.
• Coordinate and facilitate the arrangements for VIP visits, Food for large pour, welfare activities etc. on behalf of Admin Department.
• Follow up and see that pantry purchases are done monthly on time as per the requirement at all branches. Maintaining Petty cash records and documentation. Ensure that invoices are processed on time for closing petty cash balance monthly before zero balance dates.
• Coordinate to ensure documents and posts are forwarded to various locations as per the requirements from various departments
• Prepare Business Card requisition and coordinate the printing, delivery and issuance.
• Follow up with supplier for statement of accounts as required by Accounts department.

Fleet Management:

• Coordinate with Transport coordinator to for Airport Trips, Hospital visits of employees etc.
• Ensure that transportation fleet well maintained, insured and licenced.
• Ensure that all company vehicles drivers registered in TAM system, GPS tracker and fuel tag installed in their vehicles.
• Provide a details report about fuel consumption, fleet tracking, traffic violations with the concerned departments

Camp Administration:

• Responsible to follow up with the camps, accommodation & Guest houses contracts, operation and rent.
• Responsible to maintain records of Camps, accommodation & Guest houses assets, Utility Payments (Telephone, Electricity & Water etc.) etc.
• Resolve labour camp issues and ensure a good service provided to the tents.

Telecommunication and IT:

• Prepares monthly telecommunication expenses report and submit weekly & monthly reports as per the monitoring sheets to HRBP and GM , PD and head of the departments.
• Maintain Assets List and update records in the system. Prepare transfer notes, take necessary approvals and gate passes for materials transferred.
• Collect Mobile, SIM Card & other company assets (camera) etc. while employee going on vacation / cancel.
• Follow-up & ensure maintenance of the office equipment (Photocopiers/Attendance Machines/ Fire Fighting Equipment etc.) in coordination with concerned departments.