Office Services Associate/receptionist

Position Summary

The Reception / Office Services team member ensures the smooth day-to-day operation of the office by supporting front-of-house responsibilities, coordinating essential office services, and maintaining a professional and welcoming environment. Responsibilities include reception duties, onboarding support, access card management, expense tracking, and coordination with service providers and maintenance teams. The role also contributes to health, safety, and security, ensuring efficient office operations in compliance with firm policies.

Primary Duties and Responsibilities

1. Financial

• Adhere to the allocated budget for the Office Services function.
• Propose cost-saving solutions where appropriate.
• Manage office needs including supplies and consumables in coordination with the Office Management Senior Associate and/or Office Services Manager.
• Prepare and process local purchase orders (LPOs) for supplies, rent, utilities, and service charges.
• Maintain and regularly update the office expenses tracking sheet.

2. Customer Service

• Coordinate local event planning with the Office Manager.
• Handle printing and binding requests with Office Administrators.
• Support new hire onboarding (Office Management induction, access/security passes).
• Manage ad-hoc issues and act as an interface between admin staff and management.
• Oversee external archiving, seating, storage, and parking allocations.
• Manage couriers, post room, and stationery distribution.
• Greet and assist visitors, ensuring a professional and courteous experience.

3. Internal Process

• Adhere to management policies and procedures.
• Coordinate office administrator schedules and review timesheets/overtime.
• Manage cleaning staff and outsourced service providers.
• Act as Fire Safety Warden and Business Resilience Liaison.
• Handle calls, deliveries, and general inquiries.
• Maintain reception and meeting room cleanliness and readiness.
• Provide general administrative support as assigned.

4. Learning and Growth

• Monitor Office Administrators' daily activities for consistent support.
• Standardize internal processes and identify efficiency improvements.
• Support onboarding and training of new team members.
• Participate in performance management of direct reports.
• Build strong cross-functional relationships.

5. Vendors' Management

• Manage vendor relationships and maintain an up-to-date vendor portfolio.
• Prepare LPOs, track invoices, and follow up on payments.
• Evaluate vendor performance and service quality.
• Coordinate with Finance and Procurement for office requirements.

6. Maintenance & Facility Management

• Address maintenance queries and recurring issues with the Office Manager.
• Ensure workspaces are functional, safe, and well-maintained.
• Respond to shareholder inquiries and support firm security protocols.
• Ensure compliance with policies like the "Clear Desk Policy".

7. Security & Access Management

• Oversee building security systems and access control processes.
• Manage access cards for staff, visitors, and vendors.
• Participate in security assessments and monitor logs.
• Supervise third-party security personnel.

8. Health & Safety

• Coordinate with teams to address workplace health and safety.
• Maintain hygienic services using eco-friendly materials.

Knowledge, Skills, and Abilities

Education

• Bachelor's degree required

Language

• Fluency in English (spoken and written)
• Proficiency in Arabic is an advantage

Experience

• 5+ years in office services within a professional services environment or equivalent internal experience

Specific Skills

• Experience with a professional services firm preferred
• Prior people management/team lead experience preferred
• Proficiency in Microsoft Office (Word, PowerPoint, Excel)
• Strong problem-solving and decision-making skills
• Clear and concise communication at all levels
• Strong managerial presence and ability to work under pressure
• Knowledge of the firm's supply contracts