The role will be to complete day to day administrative tasks and operational services, in order to ensure effective and efficient operations.
1. Services Coordination & Control:
Approve decisions and requests on behalf of the Admin Manager in his absence, according to agreed guidelines and policies.
Ensure proper recyclable waste disposal in order to help maintaining a green environment.
Check the cafeteria’s daily services for HOLDAL and L’Oreal in order to confirm the invoiced items.
Handle the parking issues to ensure proper parking spot distribution.
Follow-up and approve on the general requests from the stores to ensure proper workflow.
Manage the employees’ access control system (reports + procedures) in order to provide clarifications or history activities whenever required.
Follow-up and prepare Tenant Contracts and reports to guarantee a good service.
Update HOLDAL’s phone numbers and extensions and properly segment telephone in order to provide employees with updated information.
Provide monthly reports (environment, electricity, invoice, bills, maintenance, generator, fuel, budget and access card) to the concerned department in order to collect data history and provide needed information.
Sign daily the invoices in order confirm pre-set prices/deals.
Assist in other administrative tasks as assigned (filing, photocopies etc.) in order to facilitate the workflow.
Follow-up on daily reception and security guard issues in order to resolve any conflict.
Update employees with any memo concerning administrative issues.
Prepare Administrative procedures (Safety, Firefighting/ escape, building access, request, access card…) in order to describe and define the procedures at HOLDAL group.
Follow-up and coordinate new projects in order to guarantee a proper implementation.
Follow-up and maintain the insurance file for insurance coverage purposes.
Keep the files organized and archived for easy access and history.
Follow-up with the cleaning team according to set schedules throughout the entire premises
2. Non-Good Procurement:
Search and compare Non-Goods items prices versus quality in order to get the best offers/deals.
Keep an updated Non-Goods catalog in order to provide employees with an easy access on products prices and specs.
Use effectively the procurement software and provide users with trainings and support when needed.
Control and track the consumed quantity of non-goods for yearly consumption study and evaluation.
3. Facility Management Contracts:
Maintain annual third party contracts updated for HOLDAL Group (Security, CCTV, Catering, Cleaning, General Maintenance, fire Alarm, Landscaping, UPS, Cold Room, Telephone…)
Follow-up and coordinate with third party to ensure the work achievement, quality, service and on time schedule.
Optimize third party performance and offers to get the best deals.
Ensure the third party report submission following to each maintenance/repair/activity for better follow-up and tracking.
Job Details
| Date Posted: | 2015-03-31 |
| Job Location: | Beirut, Lebanon |
| Job Role: | Administration |
| Company Industry: | Other |
Preferred Candidate
| Career Level: | Mid Career |
| Nationality: | Lebanon |
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