Administrative Officer

For nationalization purposes – This role is for Saudis only.

ALEC Holdings PJSC, part of the Investment Corporation of Dubai (ICD), is a leading GCC construction group with over two decades of success delivering some of the region’s most complex and high-profile projects. As a proudly publicly listed company, ALEC continues to raise the bar for quality, innovation, and excellence in construction, driving iconic developments that shape skylines across the Middle East.

We are looking for highly motivated and experienced Administrator to join our team.

The individuals will be responsible for (but not limited to):

Position Overview

To manage the site administration functions, interfacing with the site employees, client representatives and support office departments. Covering administration on site for HR, procurement, time and attendance, finance and communications.

Core Job Functions

To be the point of contact on site for any administration query

2. To ensure ALEC policies and procedures are followed in the site office

3. To manage the Receptionist, Office Assistants, drivers and cleaners, delegating tasks and objectives

4. To support the Contract Manager and Commercial Manager with any administrative duties e.g.

minute taking, typing, document flow between site and DIC functions (HR, Payroll and Finance)

5. To provide the client with administrative support if required

6. To oversee the site office facilities to ensure they are appropriately managed and maintained, with respect to general layout, faxes, printers, stationary cupboard etc

• To oversee the booking of meeting rooms ensuring that the room is set up appropriately,
• refreshments are provided and after the meeting the room is cleared ready for the next
• meeting
• To monitor the printers, faxes and network connectivity on site, ensuring they are in
• working, if not, report faults to ensure down time is minimised, liaising with IT accordingly
• To monitor the printers and faxes on site, ensuring they are adequately stocked
• To manage the recycling in the site offices, ensuring paper bins are provided and collected
• by the office assistants on a regular basis
• To ensure the site offices are kept safe, clean, tidy and presentable, rectifying issues where
• necessary

7. To oversee the driver schedules ensuring that all staff who require transport are accounted for

8. HR Administration

• Coordinate with the recruitment team the arrival of new staff, ensuring their workstation (with
• network connectivity)and stationary (if required) is arranged prior to arrival, site office
• orientation is given with introductions to key personnel and any requirements that enable the
• employee to be ‘fit for work’
• To supply HR related forms to all staff on site
• To receive leave and advanced leave applications, prepare advanced time sheets and ensure they
• are approved, log them locally and send the original into DIC
• To ensure a staff transfer form and a transfer appraisal form is completed for any internal
• transfers (both staff and labour)
• To ensure accommodation and transport are arranged for staff transferring to other sites
• To work in collaboration with the Contract Manager and Senior Department Representative to
• update the schedule of release dates from the site on a monthly basis
• To support employees in completing medical claims forms
• To receive NOC application forms
• To support the Training and Development Team in scheduling, and informing people of training
• courses
• To coordinate visa renewal medical appointments with the PRO team
• To monitor which employees are using staff transport and provide a transport register to HR
• and Payroll on a monthly basis

9. Finance Administration

• To administer and manage the site petty cash (if appointed), providing there is no Site
• Accountant, and under the supervision of the Commercial Manager

10. Time and Attendance Administration

• To complete and monitor timesheets for all staff · To support the implementation of the automated Time and Atte

11. Procurement Administration

• To complete requisition forms for all equipment, stationary and office furniture required by the site and forward them to the Procurement Department for ordering and delivery
• To organise pest control for the site, both regular maintenance and one off issues

12. Communications Administration

To update communications boards on the site with any new bulletins and updates

To work with the Marketing and Communications Coordinator to ensure signage on site is as per the ALEC specification and the contract documentation

Requirements:

• 0 - 2 years' experience in administration
• Good written and spoken English
• Arabic speaking

Skills & Abilities:

1. Qualified Business Administration or similar

2. Excellent communication skills (verbal & written)

3. Advanced in use of MS Office (Word, Excel)

4. Minimum 2-4 years supervisory experience in an administration role

5. Ability to organise a large group of people

6. HR experience would be an advantage

Ready to Lead?

If you’re inspired by what you’ve read and believe you’re the right fit, we’d love to hear from you.

Join ALEC Fitout and shape the future of infrastructure delivery in the KSA.

Apply today and be part of something extraordinary.