Administrative Assistant (Front office and HR)

Key Responsibilities

Front Office & Facilities Management

• Greet visitors, clients, and vendors in a professional and welcoming manner.
• Manage incoming calls, emails, and general inquiries.
• Maintain visitor logs and ensure meeting rooms are prepared and well-presented.
• Handle courier services, office supplies, and general administrative coordination.
• Ensure reception and common areas are well maintained at all times.
• Ensure the office complies with company HSE policies and safety standards at all times
• Oversee day-to-day facilities management including
• Timely payment and coordination of utilities (internet, DEWA, AC, etc.)
• Supervision of housekeeping and regular cleaning schedules
• Management of meeting/conference room bookings
• Ensuring pantry supplies and office consumables are adequately stockes
• Manage petty cash, track expenses, and support day-to-day business operational requirements with support staff
• Maintain all office-related compliance documentation, licenses, and statutory records in coordination with relevant stakeholders.
• Coordinate and maintain insurance documentation and travel bookings as required
• Provide logistical support for BU office events, including venue booking and on-ground coordination
• Maintain oversight of asset management at the location, including tracking, upkeep, and maintenance of company property and equipment

HR Administration & Operations Support

• Support delegated HR operational tasks as assigned from time to time
• Maintain and track HR inventory (joiner kits, employee gifting materials, engagement items, etc.) and ensure availability.
• Update and maintain accurate employee data in the HRMS system.
• Provide on-ground logistical support for HR engagement initiatives and CSR activities.
• Maintain organized employee documentation (digital and physical) ensuring confidentiality and compliance.

Compliance & Documentation

• Ensure all employee and company documentation is maintained accurately and secure
• Support readiness for internal audits and compliance reviews.
• Maintain confidentiality of sensitive employee and company information at all times.