Office Administrator

Job Title: Office Administrator

Employment Type: Full-time

Reporting to: Managing Director

Secretarial Responsibilities

· Act as the first point of contact for internal and external communications, including phone calls, emails, and in-person visits.

· Prepare and distribute meeting agendas, minutes, and follow-up actions.

· Maintain organized filing systems for physical and electronic documents.

· Draft correspondence, reports, and presentations as required.

· Handle confidential and sensitive information with discretion.

· Monitor and order office supplies to ensure smooth operation.

· Manage incoming and outgoing mail and packages.

· Liaise with vendors, service providers, and building management.

Administrative Responsibilities

· Oversee day-to-day office operations to ensure efficiency and productivity.

· Opening of Job files and coordinating with the respective sales staff for relevant document preparations.

· Coordinate office maintenance and repairs, including liaising with service providers.

· Maintain office equipment and manage relationships with IT support.

· Support finance department with petty cash handling, invoice tracking, and expense reporting.

· Monitor and maintain office budget and expenditures under supervision.

· Assist in implementing and updating office policies and procedures.

· Maintain records and databases including company logs, licenses, vendor contracts, and insurance documents.

· Assist in logistics for company events, trainings, and meetings.

· Track inventory and manage stock of stationery, kitchen supplies, and company assets.

HR Responsibilities

· Assist with recruitment efforts: post job ads, schedule interviews, coordinate candidate communication, candidate screening, generating relevant reports.

· Schedule and coordinate meetings, appointments, and travel arrangements for all staff on an annual basis so as to not overlap leaves.

· Maintain employee records (both digital and hard copy).

· Support onboarding and orientation processes for new hires.

· Assist with attendance and leave tracking, timesheet collection, and compliance with company policies.

· Prepare HR-related documents such as employment letters, ID cards, and forms.

· Coordinate staff training sessions and performance review schedules.

· Support in maintaining a positive workplace environment and enforcing workplace policies.

· Help manage internal communications and employee engagement activities.

· Assist with payroll preparation and submission by collecting and verifying timesheets and leave records.

Qualifications & Skills Required:

· Proven experience in a similar administrative or secretarial role.

· Excellent communication and interpersonal skills.

· Strong organizational and multitasking abilities.

· Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

· Ability to work independently and as part of a team.

· High level of discretion, integrity, and confidentiality.

· Familiarity with HR practices and office management procedures.

Job Type: Full-time

Pay: QAR4,000.00 - QAR5,000.00 per month

Application Question(s):

• What kind of Sponsorship status do you hold currently?
• How many years have you been in Qatar?
• Have you worked in Qatar before?

Experience:

• Office administrator/Secretary: 3 years (Required)