Facilities & Services Specialist

Purpose & Overall Relevance For The Organization

To ensure that all relevant office management tasks, administrational tasks & reception related tasks are being fulfilled in a professional and efficient manner whilst supporting processes and administrative functions ensuring smooth running and improved management of the teams.

Key Responsibilities

Ensure proper handling of the switchboard for all incoming and transfer calls, faxes and the distribution of messages to all employees. Ensure a high level of hospitality to all guests according to adidas Group culture. Liaise with furniture and general office services suppliers (desks, chairs, hygiene, pest control, etc.) for quotations, maintenance, repairs and the supply/rendering of required items and/or services. Order/purchase all refreshment requirements (tea, coffee, sugar, milk etc.) and pantry related items. Order and control all stationary, office equipment and office supplies and manage related expenses. Guarantee that the head office is always properly maintained and manage the external labor and ensure that the cleaning standards around the office are being met. Ensure proper coordination with the local IT provider to resolve IT issues in a timely manner. Arrange proactively a proper setup for all new hires (work station, laptop, office stationaries, etc.) Follow-up on work permits & residency visas for foreign employees with respective authorities Assist all business related travel including hotel and air ticket bookings. Coordinate the approval process for travel visas. Administer and file company contracts. Maintain archive of all office management related documents and ensure that they are up to date. Ensure smooth support to all head office employees for administrative related tasks Ensure that the switchboard and cleaning facilities are serviced and maintained in good working order at all times. Oversee the function of couriering company documents. Assist with projects and events. Steer the full process of the company event organization. Manage all reports as an integrated team by setting team objectives, targets and guidelines

KPI’s

Customer focus Travel arrangements Arrangement and maintenance of office equipment, supplies and services. Professional execution of duties in a timely manner.

Key Relationships

All employees Vendors & Suppliers

Knowledge, Skills And Abilities

Advanced written and verbal communication skills. Travel industry knowledge. Multi-tasking, time management, organization and problem-solving skills Proficient in MS Office (Word, Outlook, Excel, PowerPoint).

Requisite Education And Experience / Minimum Qualifications

University degree in Business Administration 3-5 years administrational work experience. Fluency in English and Arabic