The Role

• To manage the site administration functions, interfacing with the site employees, client representatives and support office departments. \xe2\x80\xa2 Covering administration on site for HR, procurement, time and attendance, finance and communications. \xe2\x80\xa2 To be the point of contact on site for any administration query \xe2\x80\xa2 To ensure ALEC policies and procedures are followed in the site office \xe2\x80\xa2 To manage the Receptionist, Office Assistants, drivers and cleaners, delegating tasks and objectives \xe2\x80\xa2 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) \xe2\x80\xa2 To provide the client with administrative support if required \xe2\x80\xa2 To oversee the site office facilities to ensure they are appropriately managed and maintained, with respect to general layout, faxes, printers, stationary cupboard etc \xe2\x80\xa2 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 \xe2\x80\xa2 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 \xe2\x80\xa2 To monitor the printers and faxes on site, ensuring they are adequately stocked \xe2\x80\xa2 To manage the recycling in the site offices, ensuring paper bins are provided and collected by the office assistants on a regular basis \xe2\x80\xa2 To ensure the site offices are kept safe, clean, tidy and presentable, rectifying issues where necessary \xe2\x80\xa2 To oversee the driver schedules ensuring that all staff who require transport are accounted for HR Administration \xe2\x80\xa2 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 \xe2\x80\x98fit for work\xe2\x80\x99 \xe2\x80\xa2 To supply HR related forms to all staff on site \xe2\x80\xa2 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 \xe2\x80\xa2 To ensure a staff transfer form and a transfer appraisal form is completed for any internal transfers (both staff and labour) \xe2\x80\xa2 To ensure accommodation and transport are arranged for staff transferring to other sites \xe2\x80\xa2 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 \xe2\x80\xa2 To support employees in completing medical claims forms \xe2\x80\xa2 To receive NOC application forms and forward them to DIC \xe2\x80\xa2 To support the Training and Development Team in scheduling, and informing people of training courses \xe2\x80\xa2 To coordinate visa renewal medical appointments with the PRO team \xe2\x80\xa2 To monitor which employees are using staff transport and provide a transport register to HR and Payroll on a monthly basis Finance Administration \xe2\x80\xa2 To administer and manage the site petty cash (if appointed), providing there is no Site Accountant, and under the supervision of the Commercial Manager Time and Attendance Administration \xe2\x80\xa2 To complete and monitor timesheets for all staff \xe2\x80\xa2 To support the implementation of the automated Time and Attendance System, when applicable Procurement Administration \xe2\x80\xa2 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 \xe2\x80\xa2 To organise pest control for the site, both regular maintenance and one off issues Communications Administration \xe2\x80\xa2 To update communications boards on the site with any new bulletins and updates \xe2\x80\xa2 To work with the Marketing and Communications Coordinator to ensure signage on site is as per the ALEC specification and the contract documentation \xe2\x80\xa2 To complete and monitor timesheets for all staff \xe2\x80\xa2 To support the implementation of the automated Time and Attendance System, when applicable Procurement Administration \xe2\x80\xa2 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 \xe2\x80\xa2 To organise pest control for the site, both regular maintenance and one off issues Communications Administration \xe2\x80\xa2 To update communications boards on the site with any new bulletins and updates \xe2\x80\xa2 To work with the Marketing and Communications Coordinator to ensure signage on site is as per the ALEC specification and the contract documentation \xe2\x80\xa2 To complete and monitor timesheets for all staff \xe2\x80\xa2 To support the implementation of the automated Time and Attendance System, when applicable

Requirements
Procurement Administration \xe2\x80\xa2 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 \xe2\x80\xa2 To organise pest control for the site, both regular maintenance and one off issues Communications Administration \xe2\x80\xa2 To update communications boards on the site with any new bulletins and updates \xe2\x80\xa2 To work with the Marketing and Communications Coordinator to ensure signage on site is as per the ALEC specification and the contract documentation \xe2\x80\xa2 To complete and monitor timesheets for all staff \xe2\x80\xa2 To support the implementation of the automated Time and Attendance System, when applicable Procurement Administration \xe2\x80\xa2 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 \xe2\x80\xa2 To organise pest control for the site, both regular maintenance and one off issues Communications Administration \xe2\x80\xa2 To update communications boards on the site with any new bulletins and updates \xe2\x80\xa2 To work with the Marketing and Communications Coordinator to ensure signage on site is as per the ALEC specification and the contract documentation \xe2\x80\xa2 To complete and monitor timesheets for all staff \xe2\x80\xa2 To support the implementation of the automated Time and Attendance System, when applicable Procurement Administration \xe2\x80\xa2 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 \xe2\x80\xa2 To organise pest control for the site, both regular maintenance and one off issues Communications Administration \xe2\x80\xa2 To update communications boards on the site with any new bulletins and updates \xe2\x80\xa2 To work with the Marketing and Communications Coordinator to ensure signage on site is as per the ALEC specification and the contract documentation \xe2\x80\xa2 To complete and monitor timesheets for all staff \xe2\x80\xa2 To support the implementation of the automated Time and Attendance System, when applicable Procurement Administration \xe2\x80\xa2 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 \xe2\x80\xa2 To organise pest control for the site, both regular maintenance and one off issues Communications Administration \xe2\x80\xa2 To update communications boards on the site with any new bulletins and updates \xe2\x80\xa2 To work with the Marketing and Communications Coordinator to ensure signage on site is as per the ALEC specification and the contract documentation Other Skills / Abilities \xe2\x80\xa2 Excellent communication skills (verbal & written) \xe2\x80\xa2 Advanced in use of MS Office (Word, Excel) \xe2\x80\xa2 Ability to organise a large group of people \xe2\x80\xa2 Admin experience would be an advantage

About the company
ALEC Engineering & Contracting LLC (ALEC), part of the Investment Corporation of Dubai (ICD), is a large construction company with related businesses operating in the UAE and as of 2020, Saudi Arabia. ALEC also has an ongoing presence in Qatar, Ethiopia, and Oman. ALEC has consistently evolved and grown over the last 20 years to become a trusted partner for the execution of complex and iconic construction projects. Quality, safety, functionality, and aesthetics are of the utmost importance to the company when building and providing construction solutions for clients.