Office Administrator

At Gensler, we design for people. We leverage our global perspective and local presence to innovate at every scale. We’re not just designers. We’re tinkerers, craftspeople, visionaries, innovators and thought leaders. Fueled by passion and entrepreneurial spirit, our people bring new ideas to solve challenging problems.  Whether you’re into sketching new ideas, hacking a building or growing client relationships in global markets, there’s something here for everyone.

Our depth of expertise spans disciplines—from aviation and transportation to education, hospitality, retail, technology and more. At our core we embody an entrepreneurial spirit, always looking ahead for new ways to innovate and add to our clients' success. We share the belief that design has the power to transform organizations and change lives; whether we’re refreshing a retailer’s brand, planning a new urban district or designing a super tall building.

Our work reflects an enduring commitment to sustainability, and we believe that a diversity of voices and cultures is one of the most powerful strategic tools for securing lasting competitive advantage.

As the world’s largest design firm, Gensler has a unique obligation and opportunity to focus on sustainability in the built environment. We deepened our commitment to combat the impact on climate change in the built environment when we launched Gensler Cities Climate Challenge (GC3) in 2019. This is our pledge to meet an ambitious goal: the elimination of all greenhouse gases from our work by 2030

Your Role

The Office Administrator will be the first point of contact for the Riyadh office’s clients, vendors, and staff. The person represents Gensler values and professionalism and demonstrates our high level of client service. The ideal candidate is passionate about communication and service and thrives in an energetic team environment.  This position will support a busy and thriving office by maintaining aesthetic appearance, cleanliness, and function of a high-end office environment. The ideal candidate is passionate about communication and service and thrives in an energetic team environment. 
 

What You Will Do

Administrative Support

• Support with day-to-day operations for the Gensler Riyadh office.

• Provide administrative assistance to principals, including calendar maintenance, email screening, managing expense reports, timesheets, scheduling internal and external meetings, PTO tracking, PDP coordination, and proposal/presentation preparation when needed and handling miscellaneous administrative tasks.
 

Visitor Management

• Serve as the first point of contact for visitors, clients, and consultants, ensuring a welcoming and professional environment in the reception area.

• Visitor Coordination: Greet visitors and notify appropriate team members upon their arrival and arrange refreshments. Manage visitor coordination (enter visitors into building log, provide directions when necessary).

• Call Handling: Answer and direct incoming calls, manage internal communications, and assist with inquiries from clients, project teams, and external consultants.
 

Office & Facility Management

• Office Presentation: Maintain the cleanliness and organization of the reception and common areas, ensuring a tidy and professional atmosphere.

• Mail & Courier Services: Handle all incoming and outgoing mail, including packages and couriers (e.g., FedEx), and distribute them to the appropriate parties.

• Supply Management: Monitor and order office supplies (stationery, groceries, etc.), ensuring the office is stocked with essential items. Process miscellaneous payments, ensuring all transactions adhere to established protocols.

• Office Equipment Management: Ensure office equipment (e.g., mouse, chargers, batteries) is available and in working order.

• Serve as the first point of contact for any office maintenance issues and oversee routine maintenance services, such as AC servicing, pest control, and water tap maintenance and repairs. Ensure regular maintenance schedules are followed, and necessary repairs are completed on time.
 

Onboarding Support

• Preparing Welcome Kits: Prepare welcome kits for new joiners, ensuring all necessary materials and onboarding information are provided.
 

General Administrative Support

• General Administrative and Office Support: Provide ad hoc administrative support to various departments, including photocopying, scanning, document preparation, filing, and scheduling as required.

• Address miscellaneous tasks as assigned by the office manager.
 

Your Qualifications

• Minimum of 3 years of direct experience working as an office administrator.
• Presentable and professional appearance, with the ability to represent the firm positively.
• Excellent verbal and written communication skills in English and, preferably Arabic as well.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office equipment (printers, scanners, etc.).
• Strong organizational skills with the ability to multitask in a fast-paced environment.
• Demonstrates a proactive attitude, anticipating needs and taking initiative to address tasks efficiently.
• Maintains a professional attitude and exercises discretion in handling confidential information.
• Customer-focused mindset with a friendly, approachable attitude.
• Ability to step in to assist beyond general responsibilities
• Ability to take initiative and be proactive
• Capable of collaborating effectively within a team.
   

Life at Gensler

Gensler Asia-Pacific and Middle East is committed to Diversity, Equity and Inclusion through our Five Strategies. In partnership with our clients, we strive to create a just and equitable future for our communities and our colleagues. We celebrate our diversity and are focused on creating an inclusive workplace environment for all.

As a people-first organization, we are as committed to enjoying life as we are to delivering best-in-class design. From internal design competitions to "Well-being Week," our offices reflect our people's diverse interests.

We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical, dental, vision, disability and wellness programs. We also offer profit sharing and twice annual bonus opportunities.

As part of the firm's commitment to licensure and professional development, Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programs or classes. We view our professional development programs as strategic investments in our future.