Office and Facilities Coordinator

The Office and Facilities Coordinator is responsible for providing professional, confidential, efficient and effective administrative and facilities support to the PR Maroc office.

Key Responsibilities

Providing administrative & operational support to the Country Manager and other staff members

* Ensure timely tracking of supplier payments and maintain supplier relations
* Communicate with the local & regional accounting department to meet payment deadlines
* Consolidate and track employee health insurance files, and Act as a contact point for employees regarding health insurance questions or claims
* Ensure internal policies comply with labour laws and local regulations (workplace safety, ergonomics, etc.)
* Ensuring that routine administrative duties are properly and timeously completed
* Ensuring the maintenance of all office supplies, equipment and furniture, organizing regular testing of electrical equipment
* Ensure the availability of necessary supplies for smooth office operations
* Provide first-level IT support for common issues, liaising with external IT services when necessary
* Monitor contracts with service providers (cleaning, maintenance, security, etc.) and ensure office setup is clear
* Organizing for conferences, meetings, lunch/dinner by booking venue/boardroom/restaurant
* Ensuring all relevant information (e.g. agendas, presentation, support material) are ready before conference/meeting
* Organizing all local and international travel and accommodation arrangements for all staff members and external parties visiting Morocco
* Create and update contact list for Key contacts (Brand Companies, Banks, Authorities, and Region Directors)

Personal Assistant to Country Manager

* Preparing presentations on behalf of the Country Manager (where relevant)
* Taking minutes for the Country Manager’s meetings where relevant
* Ensure that the contact list for the Country Manager is maintained and up to date

Ad hoc Tasks

* Support and implementation of S&R objectives
* Support and implementation of H&S objectives
* Assist HR with onboarding of new employees and ensure tools are available before new join starts
* Assist HR in organising employee engagement sessions/events

Stakeholder Engagement & Compliance

* Enquiries from Managers and other employee replied courteously with no delay
* Enquiries from external person handled professionally and responses (Oral/written) arranged
* Maintain productive relationship with external stakeholders
* Assist the various stakeholders in ensuring all compliance related topics is adhered to accordingly as per Country/Group protocols

Fleet management

* Manage company vehicles, including maintenance, insurance, and administrative tracking (incl. fuel cards).
* Coordinate repairs and monitor rental agreements

Key Competencies and Experience

* Bachelor’s degree in Business Administration or related field
* Three (3) years working experience in a similar role
* Knowledge and experience in using Microsoft Office (Word, Excel, PowerPoint, Outlook)
* Planning and organizing skills
* Time management skills
* Ability to maintain confidentiality
* Interpersonal skills
* Verbal and written communication skills
* Ability to pay attention to detail
* Ability to maintain confidentiality
* Ability to take initiative and be pro-active
* Ability to be flexible and adaptable