The Apex Group was established in Bermuda in 2003 and is now one of the world’s largest fund administration and middle office solutions providers.

Our business is unique in its ability to reach globally, service locally and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hard-working team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide.Your career with us should reflect your energy and passion.

That’s why, at Apex Group, we will do more than simply ‘empower’ you. We will work to supercharge your unique skills and experience.

Take the lead and we’ll give you the support you need to be at the top of your game. And we offer you the freedom to be a positive disrupter and turn big ideas into bold, industry-changing realities.

For our business, for clients, and for you

Location: Manama, Bahrain

Employment Type: Permanent

Job Specification and Key Responsibilities:

• Management of BCP and Health and Safety Policies in line with required protocol
• Plan and oversee the logistics of agile working environments in the Bahrain office
• Coordinate office activities and operations, including the management of car parking bays, to secure efficiency and compliance with company policies
• Track and manage office supplies on an ongoing basis
• Provide Reception duties and offer administrative/clerical assistance to all teams
• Build excellent working relationships with GCC counterparts and key stakeholders across the region
• Perform administrative tasks to strengthen Apex’s visibility in the Bahrain financial sector

Duties are varied and will also include but not be limited to those outlined below:

Reception

• Answer all incoming calls promptly and direct where necessary/ take messages
• Meet and greet visitors/clients and escort to meeting rooms
• Prepare refreshments for clients on arrival
• Maintain reception area to comply with Apex clear desk policy
• Arrange taxis for clients/visitors and maintain a visitor log

Meeting room

• Maintain a meeting room calendar and coordinate bookings
• Set-up and clear the meeting room before and after meetings
• Arrange in-house lunches and refreshments when required

Deliveries, Post and general tasks

• Receive and sign off on all office deliveries and store accordingly
• Receive and log both courier packages and post and distribute accordingly
• Liaise with Notaries for certifications and collect on occasion when required
• Monitor and maintain kitchen supplies to avoid shortages
• Ensure kitchens are kept tidy
• Issue and control office building access cards

Administration/Clerical

• Scan documents as and when required
• Ensure stationery cupboards are well stocked and kept tidy to avoid shortages
• Assume responsibility for implementation of the “clear desk” office policy
• Attend training as First Aid/Fire Marshal/Health and Safety officer if needed
• Liaise with IT to ensure Bahrain office infrastructure works efficiently
• Process and submit filings of government bodies (LMRA, SIO, Tamkeen) when required
• Ensure compliance with Company procedure and processes
• Provide administrative support to Management as required

Skills Required:

• Good written and oral communication skills
• Number of years of experience in office management and/or logistics
• Conscientious, flexible and willing to work as a team player
• Having a high level of integrity and the ability to act with discretion
• Proficiency in MS Office.

What you will get in return:

• A high level of visibility within a large organisation on an upwards trajectory
• Exposure to all aspects of the business, cross-jurisdiction interactions and working directly with senior management
• Opportunity to work with a diverse, agile and dynamic team

Disclaimer: Unsolicited CVs sent to Apex (Talent Acquisition Team or Hiring Managers) by recruitment agencies will not be accepted for this position. Apex operates a direct sourcing model and where agency assistance is required, the Talent Acquisition team will engage directly with our exclusive recruitment partners.