Job Description

The Admin & Office Senior Specialist is responsible for the seamless operation of all company premises and the provision of high-level administrative support. This role ensures that the workplace is safe, cost-effective, and fully equipped to support productivity. You will manage everything from facility maintenance and utility logistics to executive travel and vendor relations across all company branches.

1. Facility Operations & Office Management

• Supervision: Lead and monitor the performance of cleaning staff, office assistants, drivers, and messengers to ensure a professional environment.
• Inventory Control: Manage the lifecycle of office stationery and consumables (procurement, replenishment, and monthly usage tracking).
• Stock Management: Ensure the pantry, cleaning supplies, and company pharmacy (first aid) are fully stocked and compliant with safety standards.
• Logistics: Coordinate internal and external courier services and mail distribution.

2. Utilities, Telecom & Financial Compliance

• Utility Oversight: Handle payments and monitor balances for electricity, water, gas, and fiber optics across all branches to ensure zero service interruptions.
• Telecom Management: Reconcile and manage invoices for all mobile lines (Etisalat, We, Vodafone), landlines, and hotlines.
• Reporting: Maintain monthly trackers for all utility and telecom costs to identify and prevent overcharges.

3. Property, Licensing & Governance

• Rentals: Manage rental contracts for all offices, warehouses, and branches; ensure quarterly payments are processed on time.
• Compliance: Oversee the renewal of signboard licenses and all governorate-related permits across different regions (e.g., Mansoura, Smouha).
• SOPs: Develop and implement Standard Operating Procedures (SOPs) and approval workflows for administrative tasks.

4. Executive Support & Corporate Travel

• Concierge Services: Handle high-priority requests for the CEO and top management, including complex flight bookings and hotel reservations.
• Travel Logistics: Negotiate preferred rates with hotels and limousine services to ensure cost-efficiency for employee travel.
• Event Planning: Coordinate logistics for corporate events, conferences, and meetings (venue sourcing, catering, and setup).

5. Health, Safety & Maintenance

• Safety Compliance: Conduct annual fire extinguisher inspections and maintain emergency protocols.
• Asset Maintenance: Oversee generator maintenance, refueling schedules, and quarterly deep-cleaning plans for furniture and facilities.
• Preventive Measures: Conduct regular site inspections to ensure the safety and security of all facilities.

6. Vendor & Budget Management

• Vendor Relations: Select, evaluate, and negotiate with vendors for cleaning, maintenance, and logistics to ensure the best value for money.
• Budgeting: Prepare and monitor the annual administration budget, providing monthly and quarterly expense reports to management.

Requirements

• Experience: 3–5 years in Administration or Facilities Management.
• Skills: Strong negotiation, budget management, and multitasking abilities.
• Technical: Proficiency in Microsoft Excel (for cost tracking) and Google Workspace.
• Personal Attributes: High attention to detail, proactive problem-solver, and excellent communication skills.