Office Administrator

Posted on: February 01, 2023

• Bachelor degree is required.
• Experience minimum of two years in an administration or similar role.
• Bilingual English/Arabic a plus.
• Uses initiative, self-motivated, confident and has a professional telephone manner.
• Exceptional customer service skills, over the phone, email and in person, with our customers and the team.
• Experience managing budgets and expenses.
• Ability to cope under pressure, manage unpredictable workloads and handle sensitive enquiries.
• Excellent time management skills.
• Proficiency in Microsoft Office suite (Outlook, Excel, Word, PowerPoint, etc.) and CRM systems
• Strong written and verbal communication skills are expected.
• Exercises complete confidentiality and diplomacy.
• Professionalism, warm personality, attention to detail and ability to multi-task, organize, and prioritize work are of high importance.

• Perform secretarial services to the project manager and office manager functions for the Executive and Front Office.
• Ensure high-level administrative support by conducting research, preparing executive presentations and reports, handling information requests and other clerical functions that may be assigned.
• To manage and maintain the calendar of the managers, including correspondence, emails and ensure that telephone calls are prioritised and actioned in a timely manner.
• Provides a full administrative support ensuring all correspondence including but not limited to social reviews are responded to in a prompt and professional manner including the composition of responses at own discretion where appropriate.
• To arrange meetings including venues, calendar invites, presentation slides, agendas and informing and coordination with all concerned parties, take and prepare the minutes of the meeting, ensuring information is circulated to all relevant parties in good time.
• Maintain complete confidentiality of restricted information at all times.
• Maintains an up to date filing, storage and follow up retrieval system of papers and electronic correspondence, meeting reports, meeting minutes, internal / external memorandums, licenses and the managers personal files.
• To complete all administration accurately and timely for all expenses, holidays, absence allocation and authorisation of expenditures, budget maintenance, invoice and payroll attendance processing.
• To maintain an inventory of all necessary forms, stationary and related office supplies for the Executive and Front Office department.
• Manage the reception area and staff to ensure effective communication both internally and externally.
• Screen and direct phone calls and distribute correspondence.
• Manage independently office related services such as, cleaning service, health & safety services, Technical Services, Coffee Machine service etc, Make travel arrangements and reservations for staff.
• Ensure that office appearance supports and provides healthy, comfortable, and productive work environment.
• Provide office guests with a hospitable experience.
• Supervise the maintenance of office areas, equipment, and facilities.
• Interact with IT, phone and building personnel as needed.

• Excellent earnings potential including a competitive salary and benefits .
• Opportunities for career growth, training, and development.
• Generous Health and Insurance Packages.
• Personal leave, paid holidays.