Administrator

Job Purpose

This role is responsible for providing administrative support to ensure the efficient management of the Director’s schedule, documentation, and communication. This role focuses on facilitating daily operations and supporting the execution of strategic departmental initiatives.

Key Accountabilities

• Manage the Director’s calendar, including scheduling meetings, organizing travel arrangements, and coordinating appointments with internal and external stakeholders.
• Prepare reports, correspondence, and presentations, ensuring accuracy and timely dissemination to relevant parties.
• Maintain accurate records and documentation, including managing confidential files and tracking submissions, while ensuring compliance with data management standards.
• Handle incoming and outgoing communications, managing the flow of information and ensuring prompt responses to inquiries and requests.
• Coordinate and facilitate meetings, including preparing agendas, taking minutes, and following up on action items to ensure completion.
• Assist in the preparation and tracking of permits, NOCs, and other regulatory documents, ensuring alignment with departmental standards.
• Support communication with external stakeholders, including government bodies, contractors, and developers, maintaining professional interactions.
• Assist in coordinating with various sections, to streamline operations and support strategic initiatives.
• Monitor key deadlines and project timelines, providing updates and reminders to ensure timely task completion.
• Ensure compliance with administrative policies and procedures, including document control, data security, and confidentiality standards.
• Organize and manage filing systems, ensuring records are maintained in an organized and accessible manner for audits and future reference.
• Assist in managing departmental events, training sessions, and workshops, handling logistics such as scheduling, venue arrangements, and material preparation.
• Responsible for the managing company pool cars, including coordinating with rental companies for regular maintenance and emergency breakdown, preparing GRN for monthly invoice, monitoring vehicle usage logs to address traffic violations.
• Handle department procurement requirements by gathering information from end users, initiating purchase request through the system, coordinating with vendors for timely delivery of goods/services and processing GRN upon delivery.
• Coordinate the department’s annual budget by collecting revenue and expense data from various sections and departments including Procurement, General Administration and IT, consolidate and enter all budget information into budgeting system, ensuring accuracy and timely submission.
• Manage customer inquiries forwarded by the Customer Service department by directly addressing those within my scope or forwarding them to the relevant section for resolution.
• Manage monthly service invoices and coordinate with Finance to close payment advice once customer payment remittances are received.
• Manage facility maintenance issues by coordinating with General Administration department and external maintenance companies to ensure timely resolution and minimize disruptions.
• Assist department IT focal point for requirements gathering, participate in user acceptance testing to verify that the delivered solutions meet business needs and functions as expected before implementation.

Required Qualifications

Bachelor’s / Diploma Degree in Business Administration, Management, Commerce or relevant field

Must Haves

Arabic Language is a must

English Fluency is required

Only matching candidates will be contacted by a member from the talent team.