Office Administrator

Role Overview

Office Administrator at webook.com, Saudi Arabia's #1 event ticketing and experience booking platform by technology, features, agility, and revenue.

Company Overview

webook.com is Saudi Arabia's leading event ticketing and experience booking platform, serving some of the largest mega events in the Kingdom with over 2 billion in sales.

Role Purpose

To provide comprehensive administrative support ensuring smooth office operations, efficient management of communications and facilities, secure record-keeping, and effective coordination of internal and external stakeholder needs.

Key Responsibilities

Office Operations & Facilities

• Provide general administrative support to ensure smooth office operation.
• Manage office facilities, including maintenance, repairs, and security.
• Ensure office equipment such as computers, printers, and telecommunication systems are in good working condition.
• Coordinate with vendors and service providers for office-related services.
• Maintain office supplies inventory and place orders when necessary.

Communications & Scheduling

• Manage and distribute incoming and outgoing correspondence, including emails, letters, and packages.
• Schedule and coordinate meetings, appointments, and travel arrangements for staff members.
• Handle and prioritize incoming requests and inquiries from internal and external stakeholders.

Documentation & Records Management

• Maintain and update physical and electronic records and files.
• Develop and implement record-keeping systems to facilitate easy retrieval of information.
• Coordinate the disposal and archiving of records in accordance with retention guidelines.
• Conduct regular audits to ensure data accuracy and compliance with record-keeping policies and regulations.
• Ensure the confidentiality and security of sensitive information and documents.

Reporting & Documentation Support

• Assist in the preparation of reports, presentations, and other documents as required.

Onboarding & Compliance

• Support the onboarding process for new employees, including setting up workstations and providing necessary equipment and resources.
• Implement and maintain office policies and procedures to ensure efficiency and adherence to company standards.

Qualifications & Experience

• High school diploma or equivalent; additional certification or training in office administration is a plus.
• Proven experience as an office administrator, office assistant, or similar role.
• Familiarity with office management procedures and basic accounting principles.
• Knowledge of office equipment and computer systems.

Skills & Competencies

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and collaboration tools.
• Proficiency in office management software and applications.
• Strong written and verbal communication skills in the local language.
• Strong organizational and time management skills to handle multiple tasks and prioritize accordingly.
• Attention to detail and accuracy in handling administrative duties.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Excellent problem-solving and decision-making abilities.
• Effective verbal and written communication skills.
• Ability to interact professionally with internal and external stakeholders at all levels.
• Strong customer service orientation and interpersonal skills.
• Ability to work well in a team environment and collaborate with colleagues.
• Ability to work in a dynamic and fast-paced environment.
• Ability to handle stressful situations and resolve conflicts effectively.
• Demonstrated ability to work independently with minimal supervision.
• Willingness to take on new responsibilities and adapt to changing priorities.