Role SummaryTo keep the Beirut office running as a professional, credible and uninterrupted place of work, and to be the single point of accountability for everything that makes that true - front of house, facilities, utility continuity, vendors, petty cash, records and local People & Culture administration. The role combines a visible reception presence with genuine ownership of office operations. It is the face of INSEAB to every client, consultant and candidate who walks in, and at the same time the person the Beirut team, and the Dubai and Riyadh offices, rely on for the administration that sits behind the work.
Key Responsibilities
- * Front of house & visitor experience (20%)
- Own the reception desk through core hours - greet clients, consultants, PMO representatives, candidates and visitors, and maintain the visitor log.
- Manage the main line and the general enquiries inbox; route or acknowledge every enquiry the same working day.
- Prepare meeting rooms, refreshments and hospitality for client, design review and leadership meetings.
- Receive, log and distribute incoming mail, courier and drawing packages; arrange outbound courier to the Dubai and Riyadh offices with tracking references recorded.
- Hold the front-of-house standard set by the INSEAB brand system and Code of Conduct - presentation, signage, collateral and reception environment.
- Office operations, facilities & utility continuity (25%)
- Run the Beirut premises day to day: cleanliness, pantry, stationery, consumables, meeting room allocation and workstation readiness.
- Maintain uninterrupted utilities - EDL supply, private generator subscription and fuel stock, water delivery, and dual connectivity (primary and backup ISP) - holding sufficient buffer that the office loses no working hours.
- Coordinate landlord, building management and contractors on maintenance and repair; log every fault through to documented closure.
- Maintain the Beirut asset register (IT equipment, furniture, telephony) with Group IT; control issue and recovery of assets on joining, transfer and exit.
- Control keys, access cards and alarm codes, and keep the holder register current.
- Direct and supervise office assistant and cleaning services, setting daily priorities and standards.
- Vendor management, petty cash & procurement support (15%)
- Source and hold comparative quotations for office goods and services; raise purchase requests through MSD within the delegation of authority.
- Maintain vendor records, contracts, renewal dates and payment status; flag every renewal a minimum of 60 days ahead.
- Operate the Beirut petty cash float across USD and LBP - disbursement, receipting, reconciliation and monthly replenishment - with a complete audit trail and formal receipts for every disbursement.
- Act as local champion for the MSD Expense Management App: support Beirut users, and ensure claims meet the 15th-of-month approval cut-off.
- People & Culture and payroll administration support (15%)
- Serve as the local first point of contact for P&C administration - attendance and leave capture in Yomly, document collection, and issue of HR letters on the approved Lebanon template.
- Support onboarding and offboarding: workstation and IT provisioning, access, induction scheduling, and exit clearance sign-off.
- Coordinate NSSF registrations, periodic declarations and family allowance files with the external accountant and payroll provider.
- Support Ministry of Labour work permit and residency files for non-Lebanese employees, tracking expiry and renewal lead times.
- Maintain local personnel records to Group data-privacy and retention standards.
- Travel, meetings & document flow (10%)
- Arrange travel, transfers, accommodation and visa support for Beirut staff and for inbound visitors from the UAE and KSA.
- Coordinate the Beirut calendar for leadership visits, interview panels, client meetings and team events.
- Manage document flow between Beirut, Dubai and Riyadh - controlled copies, transmittals, originals, notarisation and legalisation.
- Compliance, records & statutory administration (10%)
- Maintain the register of corporate and statutory documents - commercial register extract, VAT, municipality, lease, insurance and civil defence certificates - with expiry tracked and renewal initiated in advance.
- Liaise with the external accountant, auditor and counsel on document requests; route legal matters to Group Legal Counsel through People & Culture.
- Support internal and external audit with prompt, complete retrieval of records.
- Health, safety & security (5%)
- Apply HR-POL-0006 (HSE) locally: first aid provision, fire extinguisher servicing, evacuation routes, signage and drills.
- Maintain the emergency contact list and communicate business-continuity arrangements during periods of disruption.
- Control access to the premises and safeguard the confidentiality of the reception and document areas.
Required Skills
- * Vendor management and procurement coordination
- Petty cash handling (USD and LBP) with reconciliation and audit trail
- Facilities and utility continuity management
- HR/payroll administration (NSSF, Yomly, work permits)
- Document and records management
- Front-of-house/reception and hospitality skills
- Use of MSD Expense Management App
Required Qualifications
- * Not explicitly stated in the job description
Experience RequirementNot explicitly stated in the job description
Location / Work ModeBeirut, Lebanon - INSEAB Lebanon operations office, serving as a delivery hub supporting UAE and KSA projects alongside locally managed work.
Salary / BenefitsNot explicitly stated in the job description
