Administrator - Owners Association

Job Description

Job Purpose:

• To provide effective and efficient administrative, Secretarial and personal Assistance to the Services Division
• Be responsible in organizing and coordinating office operations and procedures in order to ensure departmental effectiveness and efficiency, maintaining office services, supervising office staff and maintaining office records.
• Reporting to the Services Manager.
• Perform general and clerical duties but not limited to: photocopying, faxing, mailing, and filing.
• Maintain hard copy and electronic filing system
• Other duties as assigned

Qualification:

• Bachelor's degree
• Conversant in MS Office Applications (Excel, Word, PowerPoint, Visio and Publisher)
• 3-5 years experience in same or similar field
• Female arabic speaker is required

Experience and Skills:

• Skills in different software SAP, Maximo, FSI and Adobe Acrobat
• Should be self-motivated and yet a team player.
• Should be able to work independently with minimal supervision
• Flexible and able to adapt to ever changing business needs
• Ability to do multi- task and work independently as well as in a team
• Be able to work effectively in a multi-cultural environment
• Must be Arabic & English Speaking.
• Strong communication and interpersonal skills.
• Excellent organizational abilities and attention to detail.
• Proficiency in office software (e.g., Microsoft Office).
• A friendly and professional demeanor.
• Prior experience in hospitality or customer service is often preferred.

Roles , Responsibilities, Duties:

1. Provide general administration and personal assistance required by Services Department
2. Provide a full admin support to the team and department.
3. Archive documents or files on behalf of the Team.
4. Prepare the daily or weekly expenses report and ensure that accurate and timely expense reports are approved by Supervisors before lodging with Finance Department.
5. Prepare and coordinate data and approvals starting from RFQ, Quotations, and Purchase requisitions for the online purchasing.
6. Maintain a proper and user friendly filing and document control system for recording and tracking of all documents
7. To develop and draft various reports (Weekly reports, Monthly Reports, Pest Control, HSE) as required by the Facilities Manager and client.
8. To chase suppliers for materials delivery and insure it reaches the sites
9. To chase submitting of invoices through the supplier and DC and the supplier payment process through finance department.
10. Seeking approval from the client for any additional works required in the sites as per the Facilities Manager requests.
11. Provide general administration assistance for HR related issues for both Technical and Professional staff.
12. Provide the required documents for the monthly PMS and maintain regularly in FSI.
13. Arrange meetings, inductions, and associated tasks.
14. Attend meetings and keep records of proceedings on behalf of the team.
15. Assist the manager in making the reports or any clerical job particularly during the busy periods.
16. Perform other related tasks deem required by the Services to support the Managers and team in the execution of their duties.
17. Perform any other duties required to support the management team, activities and overall strategic directions and to ensure smooth flow of operation within the division.
18. Greeting Guests: Warmly welcoming visitors and ensuring they feel comfortable.
19. Managing Inquiries: Answering questions, providing information about services, and addressing concerns.
20. Scheduling: Coordinating appointments, reservations, and meetings.
21. Administrative Support: Handling calls, emails, and other communication, as well as maintaining records.
22. Local Expertise: Offering recommendations for local attractions, restaurants, and services.
23. Problem-Solving: Addressing issues promptly to ensure a seamless experience.

Measurable Objective:

• Meets all deadlines as indicated by supervisor

Others:

• This position profile covers the key responsibilities and expectations from the incumbent. However responsibilities may change due to business requirements and it is expected that the employee will be flexible and carry out duties as may be reasonably assigned by line manager.
• As a condition of employment, all employees are expected to carry out their duties within the guidelines prescribed by company policy, procedure and practice.
• From time to time, employees will be required to attend meetings, briefings, and training sessions as required.
• In addition, employees must adhere to all Khidmah health & safety policies, procedures, practices, relevant legal and statutory health & safety requirements and obligations.