Admin & Facilities Associate

Position Purpose

The Admin & Facilities Associate will be responsible for managing a wide range of administrative functions, ensuring smooth office operations within the Egypt Office. This role requires prior experience with excellent organizational skills, flexibility, and the ability to coordinate complex administrative tasks while adhering to company standards and local regulations.

Duties and Responsibilities

• Greet and assist new joiners, ensuring compliance with company SOPPs and local regulations.
• Coordinate and proactively support external accountants, auditors, internal teams, and legal counsel in the preparation and filing of monthly and annual audits or reports.
• Provide timely and accurate financial documents to the Support Services Team Leader and track all office-related financial transactions.
• Support HR with candidate screening, scheduling interviews, and facilitating the onboarding process for new hires.
• Ensure accurate recording, saving, and sharing of financial transactions with the UAE finance team on a weekly, bi-weekly, and monthly basis.
• Oversee office leases, renewals, maintenance, relocations, equipment, and consumables, ensuring a smooth operation of office services.
• Ensure all legal requirements for the office are fulfilled with local authorities.
• Handle mail, deliveries, and couriers efficiently.
• Maintain a tidy, organized, and employee-friendly office environment.
• Implement strategies to optimize and reduce office-related spending.
• Manage office supplies, liaise with vendors, handle mail distribution, and ensure the office environment is well-maintained.
• Monitor and manage office stores and materials effectively.
• Assist regional and cross-functional teams with various administrative tasks.
• Coordinate staff requirements such as IT needs, travel arrangements, and ensure compliance with local legal obligations.
• Perform additional tasks as required to support overall office operations, including any assignments from the Support Services Team Leader.

Relationships

• Reports to the Support Services Team Leader and collaborates with the Heads of Function, Leads and UAE finance team.
• Maintain ongoing and frequent communication with external accountant, auditor, and lawyer.
• Develop and maintain strong working relationships with all staff members.

Job Circumstances

The position is based in our Egypt office, and it does entail frequent travel to suppliers, external vendors, and governmental entities