Administration Supervisor

Administrative Tasks Related to Accommodation:

1. Supervision of New Accommodation Lease Requests:

• Search for suitable accommodation options with appropriate rental values according to job categories, as per company policies and regulations.
• Prepare a new lease contract to be signed by both the landlord and the tenant.
• Prepare a payment request with all supporting details and submit it to the Finance Department to release the first installment for renting the unit.

Administrative Tasks Related to Transportation:

1. Supervision of New Vehicle Lease Requests from Projects:

• Verify employee names, codes, and job titles with the HR Department.
• Search for a suitable vehicle and appropriate rental value (after obtaining three quotations from different suppliers) according to the job category, as per company policies and regulations.
• Inform the Project Manager and the supplier of the vehicle handover and operation date.

1. Preparation of New Lease Contracts to Be Signed by Both the Lessor and the Lessee:

• Deliver the vehicle to the project or the employee as per company policy and delivery forms.
• Follow up on daily vehicle operations with project administrators.

1. Review of Monthly Vehicle Reports Received from Sites and Match Them with E-Invoices and Contracts:

• Prepare monthly rental claims and follow up on cheque issuance with the Finance Department and suppliers.

1. Monitor Drivers Custody and Verify Expenses; Conduct Monthly Reconciliations and Inventory of All Vehicles Allocated to Engineers and Managers, Including Fuel, Parking, Maintenance, and Other Expenses.
2. Record reconciliations and contracts in the SAP system (Create Contracts / Entry Sheet).
3. Conclude vehicle renewal contracts after obtaining the necessary approvals.
4. Prepare monthly reports and inventory of all vehicles available and in use in projects (monthly update of beneficiary lists for vehicles – private cars, minibuses, and buses).
5. Monitor daily vehicle movement and ensure smooth operations to avoid any disruptions.
6. Monitor employees fuel cards, prepare related claims, receive invoices, and reconcile them with Finance.
7. Archive and organize all vehicle and transportation-related documents.
8. Coordinate with different departments to provide vehicles for visits and assignments.
9. Receive new vehicles from suppliers, inspect them, and hand them over to the concerned users with the approved forms.
10. Return vehicles to suppliers upon contract expiry or termination using the approved forms.
11. Utilize administration vehicles to transport and deliver materials to projects when required.
12. Monitor maintenance of company-owned vehicles (authorized dealers and periodic servicing).
13. Follow up and renew licenses for company-owned vehicles.
14. Arrange and organize employee travel and provide appropriate transportation.
15. Monitor drivers daily operations and ensure their compliance with transportation plans and uniform policy.

Administrative Tasks in Facilities Management:

1. Monitor electricity and water meter balances, including recharging meters for main buildings.
2. Handle daily management and disbursement of pantry supplies (tissues, water, hospitality items, etc.), monitor stock levels, and reconcile petty cash with Finance.
3. Purchase building maintenance supplies and settle related invoices.
4. Follow up on visits of contracted maintenance companies (elevators, generators, fire-fighting systems, etc.).
5. Monitor subscriptions for landline phone services and internet connections.
6. Arrange hospitality for visitors and organize meeting venues.
7. Supervise the contracted cleaning company (attendance, departure, and service quality).
8. Oversee waste management contracts and ensure regular collection.
9. Monitor and maintain indoor plants in coordination with the landscaping company.
10. Prepare and supervise office fit out works (gypsum board, painting, office furnishings) and work on improving the efficiency of administrative buildings.
11. Follow up on air-conditioning maintenance and conduct regular inspections of buildings to ensure operational efficiency.