Office Administrator

About Bausch + Lomb

Bausch + Lomb is a global eye health organization dedicated to protecting and enhancing sight. Established in 1853, the company operates in nearly 100 countries with over 12,000 employees. Its portfolio includes over 400 products, such as contact lenses, lens care products, eye care products, and ophthalmic surgical devices.

The Role of Office Administrator

The Office Administrator ensures the company's administrative functions and project management support organizational goals. This contract role, based in Riyadh, Saudi Arabia, involves overseeing daily office operations and various departments. Key responsibilities include organizing and coordinating office administration and procedures to maintain effectiveness, efficiency, and safety. The role also focuses on developing intra-office communication protocols, streamlining administrative procedures, managing inventory, and supervising office staff.

Key Responsibilities

• Oversee and support all administrative duties to ensure smooth day-to-day office operations.
• Maintain office efficiency by organizing procedures, managing filing systems, and overseeing supplies, equipment, and common areas.
• Purchase office supplies and equipment, maintaining proper stock levels.
• Supervise general office functions and report regularly to management.
• Provide progress updates to senior management and collaborate on improving office operations.
• Deliver administrative support including calendar management, meeting scheduling, research, and internal reporting.
• Coordinate domestic and international travel arrangements for employees and leadership.
• Provide comprehensive administrative support across departments.
• Follow up on administrative invoice payments for accurate financial reporting.
• Track employee movements, including vacation schedules, ADM requests, and social security updates.
• Ensure timely processing and follow-up on administrative purchase orders.
• Collaborate with the HR team on employee onboarding, offboarding, and HR-related administrative tasks.
• Organize events across the Middle East, including hotel bookings and visa processing.
• Plan detailed travel logistics for senior leadership, including itineraries, transport, and meeting materials.
• Manage contract approvals and signatures using the Evisort platform.
• Prepare monthly administrative provisions with full justification of related expenses.
• Support general office needs such as supplies, event planning, meeting coordination, shipping, and mail handling.
• Ensure a safe, clean, and compliant working environment.
• Review and compare legal agreements (*, vendor, distributor, confidentiality) when signed by external parties.
• Ensure timely execution of approvals and signatures for Saudi Arabia entity signatories.
• Act as Company Secretary for the Bausch + Lomb Regional Headquarters.
• Maintain custody and availability of all original and copy legal and contractual documents.
• Assist with Evisort preparation and approvals for the Saudi Arabia team.
• Lead and track contract approval workflows for Saudi Arabia.
• Maintain and update distributor lists and coordinate with Quality on distributor qualifications.
• Validate and proofread contract content to ensure compliance with internal SOPs.
• Manage contract databases (hard and soft copies) for the region via Evisort.
• Lead the regional contract database project as a centralized data source.
• Maintain and update best practices, templates, and contract management guidelines.
• Ensure proper filing and quick retrieval of all original contracts.
• Validate distributor signatures on finalized contracts.
• Liaise with the PRO for all legalizations and departmental document processing.
• Coordinate with the PRO for the renewal of licenses for Saudi entities.
• Support office logistics such as lease expirations, trade license renewals, and transition-related documentation.
• Participate in preparing the annual administrative budget and monitoring related expenses.
• Conduct training on legal contract management and the corporate documentation system.
• Ensure documentation and contract databases are updated with relevant teams.
• Administer corporate GEMS system uploads for the TMEA region.
• Provide audit support through documentation, retrieval, and system compliance.
• Serve as a Securitate user supporting due diligence processes.
• Act as legal administrator for Legal Tracker, assisting law firms and internal legal teams with updates across TMEA.

Required Qualifications and Experience

• Undergraduate BS, bachelor’s degree, or a university degree is required.
• Proven experience of at least 1-2 years in office management, administrative, or assistant roles, ideally within a multinational matrix organization.
• Knowledge of office management responsibilities, systems, and procedures.
• Experience in different fields is advantageous.
• Experience dealing with people at various levels throughout the organization and across regions.
• Experience in dealing and price negotiation with vendors/suppliers.
• Ability to handle strictly confidential information professionally.

Required Skills

• Advanced computing skills, including proficiency in Word, Excel, Outlook email, and PowerPoint.

Work Type

This is a contract position based in Riyadh, Saudi Arabia.