Admin

Description

Summary: The Administrative Officer provides comprehensive administrative and operational support, ensuring efficient coordination of daily activities, document management, task follow-up, and effective communication. Highlights: 1. Provide comprehensive administrative and operational support to management. 2. Manage daily administrative activities, documents, and correspondence. 3. Ensure efficient coordination and communication within departments. The Administrative Officer is responsible for providing comprehensive administrative and operational support to management and company departments. The role ensures the efficient coordination of daily administrative activities, proper management of documents and correspondence, follow\-up of assigned tasks, and effective communication between internal departments and external parties. The Administrative Officer is expected to maintain a high level of organization, accuracy, confidentiality, and professionalism while ensuring that all administrative requirements are completed within the required timelines. Key Responsibilities * Provide daily administrative support to management and company departments. * Prepare, draft, review, and format official letters, emails, memos, reports, and other business correspondence. * Manage incoming and outgoing correspondence and ensure proper follow\-up and documentation. * Maintain an organized filing system for company documents, contracts, letters, reports, and administrative records. * Ensure all documents are properly named, filed, updated, and easily accessible to authorized personnel. * Coordinate meetings, appointments, and administrative schedules as required. * Prepare meeting agendas, supporting documents, and meeting minutes when requested. * Follow up on management decisions, instructions, and assigned action items. * Coordinate between departments to ensure the timely completion of administrative tasks and requirements. * Communicate with suppliers, service providers, government entities, clients, and other external parties as instructed by management. * Prepare and follow up on quotations, purchase requests, administrative requests, and supporting documentation. * Ensure that no request, purchase, or service arrangement is processed without the required management approval. * Follow up on contracts, agreements, renewals, and administrative deadlines. * Maintain records of company licenses, registrations, permits, agreements, and other corporate documents. * Monitor document expiry dates and notify management or the responsible department in advance. * Assist in preparing presentations, spreadsheets, reports, and management summaries. * Collect information and documents from departments and consolidate them into accurate reports. * Support travel arrangements, including flight bookings, hotel reservations, transportation, and travel documentation when required. * Coordinate employee or management travel requirements with travel agencies and service providers. * Maintain accurate records of travel bookings, confirmations, quotations, and related correspondence. * Support the organization of company events, meetings, training sessions, and operational activities. * Handle telephone calls, emails, and administrative inquiries professionally. * Manage office supplies and administrative materials and coordinate replenishment when required. * Coordinate office maintenance, cleaning, and service requirements with the relevant departments or service providers. * Prepare administrative payment requests and ensure all required supporting documents are attached before submission to Finance. * Follow up with Finance regarding approved administrative payments when required. * Maintain confidentiality of company, management, employee, and client information. * Ensure sensitive documents and information are shared only with authorized persons. * Prepare daily, weekly, and monthly administrative reports when requested. * Maintain task trackers and provide management with updates regarding pending and completed tasks. * Identify delays or administrative issues and immediately escalate them to the responsible manager. * Support HR, Finance, Operations, Sales, and other departments with administrative coordination when required. * Ensure compliance with company policies, procedures, approval processes, and management instructions. * Maintain a professional and organized work environment. * Perform any other administrative or coordination duties assigned by Management. Qualifications and Experience * Bachelor's degree or diploma in Business Administration, Management, Office Administration, or a related field. * Minimum of 2–3 years of relevant administrative experience. * Previous experience in office administration, executive support, or administrative coordination is preferred. * Experience in preparing professional correspondence, reports, and official documents. * Experience in document control and administrative filing systems is an advantage. Skills and Competencies * Excellent administrative and organizational skills. * Strong written and verbal communication skills. * Strong attention to detail and accuracy. * Ability to manage multiple tasks and priorities. * Excellent follow\-up and coordination skills. * Ability to work under pressure and meet deadlines. * Strong problem\-solving abilities. * Professional communication and interpersonal skills. * High level of confidentiality and integrity. * Ability to work independently with minimal supervision. * Strong proficiency in Microsoft Word, Excel, PowerPoint, and Outlook. * Ability to prepare professional emails, reports, and presentations. * Good command of English; Arabic is an advantage. Key Performance Indicators (KPIs) * Timely completion of assigned administrative tasks. * Accuracy and quality of administrative documents and correspondence. * Effectiveness of task follow\-up and coordination. * Document filing and record accuracy. * Timely follow\-up of contracts, renewals, and administrative deadlines. * Response time to management and departmental requests. * Accuracy of reports and management updates. * Compliance with company approval procedures. * Reduction of pending and overdue administrative tasks. * Quality of internal and external communication. * Confidentiality and proper handling of sensitive information. * Attendance, punctuality, and professional conduct. Authority and Responsibility The Administrative Officer is responsible for coordinating and completing assigned administrative duties and following up on management instructions and departmental requirements. The Administrative Officer is authorized to communicate with internal departments and approved external parties for administrative coordination and follow\-up purposes. The Administrative Officer is not authorized to approve purchases, financial commitments, contracts, discounts, or company obligations unless written authorization has been provided by Management. All financial, contractual, or operational commitments must receive the appropriate management approval before proceeding. The Administrative Officer must maintain strict confidentiality regarding all company, management, employee, financial, and business\-related information Work Location: In person