Fleet & Facility Specialist and Receptionist

Be You, Be Bayer

Administrative Responsibilities / Reception

• Promptly, accurately, professionally and courteously receives 100% of all telephone calls and visitors. Assist callers, take messages, and transfer calls to staff members.
• Greet, assist visitors, and direct them to the appropriate person according to their needs.
• Maintain decorum and a high degree of quality communication between the various parties concerned & answers questions about organization and provides with address, directions, and other information.
• Liaise with members of staff in other departments or external contacts and distribute incoming correspondences, including faxes and emails within the team.
• Handle incoming and outgoing documents & parcels.
• Handle the reservation of all Meeting rooms & communicate with the employees for the availability.
• Support facility & fleet team in daily activities as well as replacing on leaves.

HSE Responsibilities

• Track & maintain the complete access system, access rights & produce reports along with the CCTV system. (New)
• Responsible for implementing all occupational health rules and make sure all aspects are being covered and met in front of the different authorities and followed internally by all.
• Support a safe working environments for all employees by promoting awareness locally, on site
• Reporting of incidents on intelex and supporting incident investigations if required
• Report all health and safety accidents and incidents
• Amend site specific, day-to-day operational procedures (e.g. Emergency Response) in line with global policy and guidelines and coordinate local implementation (e.g. training, annual fire drills); in the country such as
• Ensure that first aid boxes within the offices are appropriately located and stocked.
• Coordinate with local management that appropriate numbers of people for the following roles are trained and appointed: Fire Marshals & First Aiders
• Maintain emergency folders

Facility Responsibilities

• Assign and coordinate the facility team's activities according to requests and daily workload.
• Provide administrative support to all departments, including transportation, logistics, cleaning, and security.
• Responsible for the regular monthly maintenance of office interiors, ensuring proper functioning of air conditioning, fire alarm system, CCTV, plants ... etc.
• Coordinate inventory and procurement for all office supplies, kitchen items, and related necessities.
• Organize and oversee the rearrangement of office furniture as required.
• Supervise any office relocation / renovation projects.
• Organize hygienic activities such as sanitization, sterilization, and office cleaning.
• Coordinate procurement activities for facility-related items through Smart buy or other channels / approve invoices on Smartpay within the allowable approval limits.
• Responsible and main contact person for custom clearance and following all logistics with our broker / handling of all shipments and parcels / liaison with governmental offices and external stakeholders for documentation and regulatory compliance.
• Responsible for paying all office utilities in time including the telephone fee.
• Handling the division expenses and ensure to settle all invoices on concur in time.
• Invoices approval over smartpay including submission of the required codification
• Maintain the Sample store in a good condition in relation to MOH requirements for AC and humidity.
• Responsible of office rent payments, keeping track of all installments including service charges, parking fee, property insurance and third-party liability insurance / Ensure the office leasing contract is renewed on time without any deviation.

Your Experience

• Bachelor’s degree preferred in Business Administration, Facilities Management, Logistics, or a related field.
• Minimum 3–4 years of progressive experience in Facilities Management, Administration, and Fleet Operations.
• Preferred: Demonstrated exposure to Health, Safety & Environment (HSE) processes, compliance, or coordination.
• Experience working in a corporate, multi stakeholder environment is an advantage.
• Strong proficiency in MS Office Suite (Word, Excel, PowerPoint); ability to prepare reports, trackers, and presentations.
• Solid understanding of facility operations, vendor coordination, maintenance workflows, and fleet management systems.
• Knowledge of basic HSE principles, incident reporting, safety checks, and compliance protocols (preferred).
• Excellent verbal and written communication skills in English and Arabic; able to convey information clearly and professionally.
• Strong problem solving and analytical skills, with the ability to assess issues and propose practical solutions.
• Demonstrated ability to manage time, tasks, and resources effectively in a fast paced environment.
• Speaks clearly, listens actively, and seeks clarification when needed.
• Ability to interact professionally and patiently with employees, visitors, vendors, and senior stakeholders.
• Strong sense of ownership, reliability, and integrity in handling responsibilities.
• Demonstrates customer centricity and a service oriented mindset.
• Proven ability to work both independently and collaboratively as part of a team.
• Shows initiative and the ability to take the lead on routine operational matters.
• Strong organizational discipline with the ability to meet deadlines and manage multiple priorities.
• High level of work ethic, commitment, and consistency in delivering quality outcomes.
• Ability to maintain composure and professionalism under pressure.
• **In accordance with country regulations in the Kingdom of Saudi Arabia (KSA), the position of Fleet & Facility Specialist / Receptionist in KSA must be appointed to a Saudi national citizen**
• Empowered to Achieve
• At Bayer, we’re all about advancing life for those who work alongside us.
• We pride ourselves in leading the region with our progressive Flexible Working Arrangements policy to help you achieve that fundamental work life balance, giving you the freedom to work when you want, where you want, in addition to our exceptional parental leaves.
• Our competitive compensation packages and exciting dynamic working environment are designed for you.
• Join our global organization where you’ll find thrilling opportunities for personal and professional growth, assignments, learnings, and career advancement, while enjoying the freedom to express your individuality.
• Whether you are a free bird, a loving mother, a devoted father, a caring family member, a passionate social butterfly, a lifetime learner or whoever you choose to be, we care about who you are, and we welcome you to bring your true self be part of something bigger, to Be You at Bayer.
• We are dedicated to building an inclusive workforce and welcome applications from qualified individuals with diverse abilities who meet the specified criteria for this position because they are at the forefront of our minds as we recruit top talents.
• If you are a person with disability and wish to apply, please send your CV directly to BME.InclusiveOpportunities@bayer.com, with the job vacancy title mentioned in the subject line.
• You affirm that you have a disability by choosing to disclose upon submitting your resume, your disclosure will be handled confidentially and used solely for the purpose of considering your application as part of our commitment to diversity and inclusion.
• ***Due to the high volume of applications received for advertised positions, please understand only those candidates who are shortlisted for interview will be contacted by our HR Team.
• If you are not contacted by our team regarding an application for a position three weeks from the closing date for the position, this means unfortunately on this occasion you were not shortlisted for the role and will not receive further contact regarding this position.***