Customer Experience Assistant

Location: Saudi Arabia

Job Summary:

We are seeking a highly organized and experienced professional to oversee the administrative and operational functions of the office, ensuring that all office activities run smoothly and efficiently. The Office operator will coordinate the day-to-day activities of the office, working closely with the reception team to support office operations, employee services, and facility management. This role requires a proactive individual who can manage office resources, implement office policies, and ensure an optimal working environment for all staff.

Key Responsibilities:

Office Operations Management:

• Oversee and coordinate daily office operations, ensuring smooth workflow.
• Monitor office supplies and equipment, ensuring that everything is well-maintained, stocked, and operational.
• Act as the point of contact for office-related services such as cleaning, maintenance, and security.
• Implement and enforce office policies and procedures, ensuring all employees adhere to operational standards.
• Work closely with the receptionist team to ensure the front desk area is running efficiently and professionally.

Team Leadership & Support:

• Supervise and support reception team, ensuring their tasks are completed effectively and on time.
• Foster a positive work environment by promoting teamwork, accountability, and high-performance standards.
• Provide training and ongoing support to team members, particularly in areas such as office procedures, software usage, and customer service.
• Collaborate with the manager to assess team performance, identifying areas for improvement and providing constructive feedback.

Facility & Equipment Management:

• Ensure the office environment is organized, clean, and conducive to productivity, addressing any issues related to the office space (e.g., furniture, cleanliness, safety concerns).
• Oversee the maintenance of office equipment such as computers, phones, printers, and other tools, initiating repairs or replacements as needed.
• Liaise with external vendors for office-related services, including maintenance, equipment, supplies, and security.

Administrative Support & Reporting:

• Prepare and maintain office-related reports, such as office supply usage, maintenance issues, and facility-related expenses.
• Assist in preparing monthly and quarterly reports on office efficiency, team performance, and operational needs.
• Maintain office records and files in an organized manner, ensuring that confidential information is securely handled.
• Coordinate with other departments to ensure that operational needs and requests are addressed promptly.

Budget Management:

• Assist in managing the office budget, ensuring expenses are within allocated limits.
• Monitor office expenditures related to supplies, equipment, and services, and work to reduce costs when possible without compromising on quality.

Health, Safety & Emergency Procedures:

• Oversee health and safety protocols in the office, ensuring that all staff are trained on emergency procedures, fire drills, and first aid.
• Act as a point of contact for emergency situations, coordinating responses with other departments or external services as necessary.
• Ensure compliance with local regulations related to health and safety in the workplace.

Employee Relations & Support:

• Act as the liaison between office staff and management, addressing any employee concerns or needs.
• Organize office events, team-building activities, and other initiatives to promote a positive and productive work culture.
• Ensure the office is a comfortable, welcoming, and supportive environment for employees, addressing any issues that could impact morale or productivity.