Job Description and Qualifications

COMPANY PROFILE

Air Products Qudra is a regional development and investment joint venture (JV) between Air Products and Qudra Energy, a subsidiary of Vision Invest. Air Products is a world-leading industrial gases company developing, engineering, building, owning and operating many of the world's largest industrial gas projects. Vision Invest is a leading development and investment Holding Company in the Kingdom of Saudi Arabia, with a diversified portfolio of investments across several sectors such as Utility, Infrastructure, Logistics and Industrial Gases with a global operational investment footprint.

NATURE & SCOPE

The Administration Assistant will provide administrative support to the department head and direct reports to ensure a smooth and uninterrupted flow of operations.

The Administration Assistant, reporting to the APQ Site Administration Specialist, will support the Operations and Maintenance efforts across the organization. The role will primarily be accountable to ensuring the day to day administrative tasks are executed efficiently as well as provide a level of Project Organizational skills to the role, supporting the functions and allowing each to focus on their primary responsibilities. The Administration Assistant may also be required to supervise other support site functions in the facility based on future needs.

PRINCIPAL ACCOUNTABILITIES

• Ensure the safety aspects for the position are executed by utilizing the APQ Basic Safety Practice program, which includes office safety audits, safety work permits, management of change, etc.
• Comply with APQ and local safety, health and environment standards, to fulfil the mandatory safety requirement and activities for the front office
• Manage the Site Leadership's calendars and theri direct reports as requried, schedule meetings, and take meeting minutes when required
• Assist with daily, weekly, monthly, and yearly reports as required
• Develop Excel, Power Point, and Word Documents for meetings and correspondence
• Use SAP (or equivalent platform) for travel management, purchase requisitions, and timesheet management
• Utilize Project Management skills to perform the tasks for the role
• Prepare and control support of monthly expenses
• Organize team events.
• Assist with booking reservations for new arrivals and visitors to the office and sites.
• Manage the contracts for support services, including reviewing the monthly invoices.
• Arrange and plan transportation for new employees and visitors.
• Supervise all company cars needs and activities:
  • Car Needs: Fueling, cleaning, maintenance & contracts.
• Process gate passes per the individual site's work processes for the Operations and Maintence Organization, visitors and contractors.
• Coordinate with the Government Relations Office to insure site employee government documents are current
• Managing and tracking of site consumable items
• Managing and oversee the buildings for keeping buildings properly maintained, clean, and safe work environment. Ensure that a building's services meet the needs of the staffs it houses

MINIMUM REQUIREMENTS AND QUALIFICATIONS

• A 2-year diploma or higher in Business Administration or in a Technical Field.
• A minimum of 5 years' working knowledge in an Administration Assistant function or equivalent in a manufacturing facility.
• Awareness of Quality, Occupational Health & Safety and Environment Management system principles
• Demonstration in Project and Time Management skills for the function
• Self-starter who is achievement orientated, customer service focused, while paying attention to the details.
• Demonstrated practical problem-solving skills with a good business sense in the planning and scheduling.
• Demonstrated leadership, interpersonal and teamwork skills, and decision-making skills with the ability to communicate clearly and effectively
• Strong oral and written skills with the ability to communicate front end office issues to the ASU management team daily
• Knowledge of computer-based applications (Microsoft Office, SAP a plus) and a working knowledge of a Scheduling and Planning tools.
• Proficiency in English speaking and writing