Office Administrator

Office Administrator

Job Purpose:

To provide secretarial, administrative, and related assistance support to the department adhering to the defined policy and procedures in an efficient and effective manner.

Key Accountability

Secretarial:

• Provides secretarial support in areas of typing memos, forms, and confidential correspondence. Makes and/or suggests corrections as necessary.
• Answer inquiries, use discretion handling difficult calls and route calls to the appropriate individual.
• Maintains calendar(s) for the supervisor and/or department.
• Organizes and expedites flow of work through reporting head, his/her office and provides follow-up to ensure projects are completed as required. Gather and collate data as requested.
• Performs work with a basic understanding of departmental procedures in all assigned scope.

Job Description

Administrative Support:

• Provide administrative support for the Department.
• Create, maintain, track and update records and maintain database, filing, and information archiving through various mediums – electronically or paper.
• Initiate the preparation of reports for the department and other reports as required by Management

Coordination:

• To coordinate with external and internal parties or individuals to complete the tasks for the function/department by following the relevant procedures and processes which include but are not limited to:
• Coordinate with the internal department for receiving & reviewing documents prior to the distribution.
• Assist in preparing documents and arranging meetings with internal and external parties.
• Coordinate with Procurement and Contract Department on all types of procuring services for People Management under the guidance of reporting head to ensure the request /services are met timely; processing Request in the system, follow up, maintaining records, archive, etc.
• Coordinate with Dubai South departments for the timely approval of documents and ensure delivery proofs are attached; receive and review all documents prior to distribution to end-users by ensuring proper backup and giving updates.
• And maintain a professional rapport by promptly attending to requests, queries and complaints and meeting the needs of the function/department.

Communication:

• Sort, prioritize and distribute all incoming correspondences, including faxes, memos, submissions, and signed contracts to the concerned person thereby ensuring a smooth flow of communication. Prepare correspondences on behalf of the function /department.

Minimum Education
:

• Undergraduate with adequate experience in Secretarial and Administrative services
• Preferrable with a bachelor’s degree in any discipline or equivalent

Knowledge & Technical

Skills:

• Administrative and Secretarial Skills
• Organizing and Archiving.
• Calendar Maintenance
• Telephone Etiquette
• Communication

Location:Dubai, UAE