Administration Specialist - Omani National - Muscat

The Admin Specialist will provide comprehensive support across administration, finance, and logistics to ensure the smooth operation of the Oman office. The role encompasses administrative assistance, finance/collection and logistics coordination, while ensuring compliance with company policies and local regulations.

Job Responsibilities:

Administration & Office Support:

• Undertake and assist in recording and processing invoices, receipts, and payments as required and instructed.
• File and maintain office-related documents (CR, Chamber of commerce certificate..) and records.
• Prepare POs and contracts for suppliers as advised.
• Handle Oman expense management system and ensure alignment with expense policies.
• Arrange bookings and air tickets for staff and visitors when required and assist in event planning and coordination of office functions.
• Coordinate with the Facilities Manager for office upgrades, maintenance, and repairs.
• Monitoring daily attendance and reporting any violations.
• Perform reception-related tasks, including welcoming guests, handling calls, and correspondence.
• Support in purchasing office supplies and ensuring availability of materials.

Finance & Collection:

• Handle post-dated cheques (PDCs) and follow up on payments when required.
• File documents, receipts, and financial records as requested by the Finance team.
• Liaise with banks regarding correspondence, requests, and reports for management and the Finance Department.
• Collect returned cheques and deposit cheques when required.
• Prepare cheque payments for office expenses, employees, and suppliers (e.g., DHL), and ensure timely deposits.
• Upload VAT reports quarterly on the VAT authority website.
• Upload signed and stamped sales invoices into GP system.
• Submit Bayan declarations.

Logistics:

• Receive and dispatch shipments efficiently and accurately.
• Manage consumables and marketing material stock.
• Monitor inventory levels and support stock control.
• Coordinate and participate in annual and ad-hoc stock counts.
• Apply for online shipment permits and follow up with customs in case of issues.
• Work on Ministry of Health (MOH) approvals and registration processes when required.
• Support delivery operations within and outside Muscat when required.

Requirements

Minimum Qualifications:

• Bachelor’s degree or diploma in Business Administration, or a related field.
• Minimum 2 years of experience in administrative roles.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).

Required Skills:

• Strong organizational, time management and multitasking skills.
• Excellent communication and interpersonal skills.
• A strong team player who collaborates effectively across departments.
• High level of discretion and confidentiality.
• Patient, friendly, tactful and well presented.
• Good computer skills.
• Excellent Arabic and English skills (Written & spoken).
• Ability to handle multiple priorities in a fast-paced environment.