Administration Specialist

Overview

We are currently seeking a detail‑oriented and organized Administration Specialist to provide comprehensive support for our Valuation and Advisory team. You will play a key role in ensuring smooth day‑to‑day operations by handling various administrative tasks and supporting our staff members.

• Prepare and manage bids, ensuring all necessary documents are collected, reviewed, and presented in a timely and professional manner, including gathering data, specifications and supporting materials.
• Conduct research on potential clients, competitors and market trends to create competitive and relevant bid proposals that reflect the company’s strategic approach and value proposition.
• Ensure that all bids adhere to client requirements, company standards and regulatory guidelines, reviewing all documents for accuracy, completeness and consistency before submission.
• Assist with evaluating feedback from clients, tracking the status of bids and preparing reports on bid outcomes to improve future bidding strategies and identify areas for improvement.
• Register and handle different procurement portals such as Ariba and Oracle for bid monitoring, submission and invoice uploading.
• Make travel arrangements and inspections for team members, including booking flights, cars, hotel reservations and corresponding visas.
• Organize and maintain documents, records and files—emails, reports, letters, schedules, forms and tender documents—in paper and/or electronic format, ensuring accuracy, easy retrieval and proper file path reference.
• Prepare and draft letters, reports, agendas and papers for meetings.
• Input and update information in databases and spreadsheets.
• Assist in data entry, generating reports and compiling information as required by the team.
• Assist in drafting and collating pitching material.
• Support team members with MS Word, PowerPoint, Excel and Adobe Acrobat (PDF) based tasks, ensuring reports and outputs are in line with formatting standards.
• Maintain office efficiency by organizing and implementing administrative systems, procedures and policies.
• Control and maintain team diaries, making appointments and arrangements for all meetings and inspections with clients, developers, agents, owners and colleagues.
• Prepare precise targeted e‑marketing emails.
• Liaise with internal and external accounts departments as required for raising of invoices, travel and expense reporting and other items.
• Ensure files adhere to audit regulations.
• Arrange and execute post and courier services.
• Answer phone calls, respond to emails and handle correspondence on behalf of the team.
• Handle computer/database systems (KF Database, Contacts Register, Hub).
• Manage the company’s profile in the Taqeem portal, uploading all approved reports by Service Line Head on a monthly basis.
• Maintain correct contact information on People Search for the department.
• Other tasks as required.

• Minimum of 5 years proven experience as an Administrative Assistant, Secretary or similar role, with at least 2 years involvement in bids and proposals.
• Excellent interpersonal and communication skills.
• Professional, pleasant and confident manners in making and receiving phone calls.
• Strong organizational and problem‑solving abilities.
• Ability to take initiative and work proactively.
• Ability to work through periods of high workload.
• Ability to maintain and improve filing systems.
• Attention to detail and a high level of accuracy.
• Ability to maintain confidentiality and handle sensitive information.
• Strong team player with the ability to build relationships.
• Flexibility, adaptability and a cooperative attitude.
• Understanding of regional business culture and regulations.
• Software proficiency:
  Microsoft Office (Excel, PowerPoint, Outlook, Word) and Adobe Acrobat (PDF) to an advanced level, including mail merge.
• Language skills:
  Fluency in English and Arabic, written and verbal.