Office Administrator

About Bausch + Lomb

Bausch + Lomb is a renowned global eye health company dedicated to preserving and enhancing vision for millions around the world. Established in 1853, the company offers an extensive portfolio exceeding 400 products including contact lenses, lens care, eye care items, and ophthalmic surgical instruments. With a workforce of over 12,000 employees, Bausch + Lomb operates in close to 100 countries worldwide.

Role Purpose

The Office Administrator plays a vital role in ensuring administrative operations and project management align with the organization's objectives. This role oversees daily office functions and departmental coordination, aiming to enhance efficiency, organization, and safety. Key duties include managing intra-office communications, refining administrative workflows, controlling inventory, and supervising office personnel.

Primary Responsibilities

• Manage and support all administrative functions to ensure seamless daily office activity.
• Enhance office efficiency by organizing procedures, maintaining filing systems, and overseeing office supplies, equipment, and shared spaces.
• Procure office supplies and equipment, ensuring adequate stock levels.
• Supervise overall office functions and provide regular reports to management.
• Update senior management on progress and collaborate to improve office operations.
• Offer administrative support such as calendar and meeting management, research, and internal reporting.
• Arrange domestic and international travel plans, including flights, accommodation, and transport for staff and leadership.
• Deliver cross-department administrative support.
• Handle administrative invoice payments to ensure accurate financial records.
• Monitor employee movements including vacation, administrative requests, and social security updates.
• Ensure prompt processing and follow-up on administrative purchase orders.
• Work closely with HR for employee onboarding, offboarding, and related administrative tasks.
• Organize events within the Middle East region, coordinating hotel bookings and visa applications.
• Plan comprehensive travel logistics for senior leadership including itineraries, transportation, and meeting materials.
• Manage contract approvals and signings using the Evisort platform.
• Prepare monthly administrative provisions with detailed justifications for expenses.
• Support general office needs such as supply management, event planning, meeting coordination, shipping, and mail management.
• Maintain a safe, clean, and regulatory-compliant workplace.
• Review and compare legal agreements such as vendor, distributor, and confidentiality contracts signed externally.
• Ensure timely execution and approval of contracts and signatures for Saudi entity signatories.
• Act as Company Secretary for Bausch + Lomb's Regional Headquarters.
• Safeguard and maintain original and copies of legal and contractual documents.
• Assist with Evisort platform usage and approvals for the Saudi team.
• Lead and monitor contract approval workflows specifically for Saudi Arabia.
• Update and manage distributor lists and collaborate with Quality on distributor qualifications.
• Validate and proofread contract content to comply with internal standard operating procedures.
• Manage hard and electronic contract databases regionally via Evisort.
• Lead the regional contract database project to create a centralized information source.
• Maintain best practices, templates, and contract management guidelines.
• Ensure proper storage and quick access to all original contracts.
• Verify distributor signatures on finalized contracts.
• Coordinate with the Public Relations Officer (PRO) on document legalizations and departmental process requirements.
• Manage license renewals and office logistics including lease expirations and trade license processes for Saudi entities.
• Contribute to the preparation and monitoring of annual administrative budgets.
• Conduct training related to legal contract management and corporate documentation systems.
• Keep documentation and contract databases updated alongside relevant teams.
• Administer corporate GEMS system uploads for the TMEA region.
• Provide audit support through effective document management and compliance procedures.
• Serve as a Securitate user aiding due diligence tasks.
• Act as legal administrator for Legal Tracker, supporting law firms and internal legal teams with updates across TMEA.

Required Qualifications and Skills

• Bachelor's degree or equivalent university qualification is essential.
• Proficiency in advanced computing, including Microsoft Word, Excel, Outlook email, and PowerPoint.
• Arabic language fluency is advantageous.

Experience and Preferences

• A minimum of 1 to 2 years of experience in office management, administrative roles, or as an assistant, preferably within a multinational matrix organization.
• Familiarity with office management duties, systems, and procedures.
• Experience in diverse fields is considered beneficial.
• Capability to interact effectively across multiple organizational levels and regions.
• Experience negotiating prices and collaborating with vendors and suppliers.
• Ability to handle strictly confidential information professionally.