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