Overview
Administrative Assistant Jobs in Riyadh, Riyadh, Saudi Arabia at Mott MacDonald
Title: Administrative Assistant
Company: Mott MacDonald
Location: Riyadh, Riyadh, Saudi Arabia
About The JobThe Admin Assistant will within the Country office and support fee-earning staff and management in a secretarial capacity and taking on basic accounting and finance tasks such as processing invoices and the like. This role will be pivotal in developing and delivering an efficient administrative support service.
Key responsibilities and duties are listed, but not limited to, the below:
Providing a full administrative support service to Saudi country office
Providing a project support service to project management teams e.g. responding to queries and correspondence, formatting of reports, tables and charts, drafting memos and letters etc
Preparing presentations, agendas and meeting packs
Booking conference and meeting rooms and arranging catering and refreshments
Booking approved business travel arrangements e.g. flights and hotels as per MME travel policy
Preparing travel authorisation and other e-forms for approval;
Co- ordinating completion of documentation for security and safety requirements for staff being deployed or visiting high risk category companies;
Booking transportation for business journeys;
Procurement of approved goods and services via LPOs, such as travel, hotel bookings, business cards and stationery as per MME procurement and authorisation policy and via MME preferred suppliers
Checking and verifying supplier invoices; date stamping on receipt, attaching any supporting documentation, coding up and obtaining approval as per company policy and forwarding to Finance
Ensuring staff timesheets are completed on time, making any amendments as required within the deadline;
Obtaining approval for leave bookings in advance of the leave being taken & advising staff accordingly;
Conducting office orientation tours with new staff and visitors
Performing other administrative duties such as filing, scanning, photocopying, retrieval of archiving etc.
Management of incoming/outgoing mail;
Preparing and submitting expense claims for site staff, Project Managers and Directors
Maintaining office safety by ensuing that desktop and surrounding area is safe for use at all times and reporting any incidents or potential incidents as per company policy;
Assisting with any tasks and projects which may arise on an ad-hoc basis
In Mott MacDonald, we have a strong policy ethical behaviour and expect the highest standards of ethical practice. These are at the core of our corporate values hence do not engage in any aspects of bribery or corrupt practice. As such, we expect staff must always act:
Professionally
With integrity
With due skill, care and diligence
In good faith, and
In compliance with all applicable laws
Dedicated team player with the ability to effectively communicate at all levels including external stakeholders
Adopting a proactive approach towards complex tasks and overall delivery
Sound knowledge of professional and international standards.
Candidate Specification
Educated to Diploma level but a Degree level education would be advantageous
Highly organised with strong, forward planning and time management skills to prioritise workload;
Excellent level of accuracy with attention to detail
Ability to multi-task and work under pressure
Ability to be resourceful and proactive in dealing with issues that may arise;
Proficiency in Microsoft Word, Excel, PowerPoint and Outlook at Intermediate – Advanced Level.
Enthusiastic …
