Administrator

Position Overview

We are seeking a highly organized and professional Administrator to join our team, providing exceptional office and administrative support to ensure seamless daily operations. This critical role demands a proactive individual capable of delivering outstanding customer service, managing information requests, and performing a wide range of clerical and coordination duties. The Administrator will serve as the backbone of the department, ensuring all administrative requirements for the direct supervisor and the broader team are met with efficiency, accuracy, and professionalism. This position requires a detail-oriented professional with strong communication skills and the ability to thrive in a fast-paced corporate environment.

Key Responsibilities

Administrative & Office Support

• Maintain a polished and professional demeanor at all times, providing exceptional customer service to both internal and external stakeholders.
• Act as the primary point of contact for visitors, representing the organization with professionalism to reinforce positive organizational branding.
• Manage the direct supervisor’s calendar with precision, scheduling appointments, coordinating meetings, and providing daily reminders to ensure no critical commitments are overlooked.
• Screen and manage visitor access to the direct supervisor, including handling unscheduled visits with discretion and professionalism.
• Maintain accurate logs of visitors, appointments, and meetings to support effective record-keeping and traceability.

Document & Communication Management

• Receive, distribute, record, and file all correspondence, calls, and inquiries with confidentiality and accuracy to ensure full traceability.
• Ensure departmental documents are distributed to the appropriate personnel in a timely manner, facilitating smooth workflows.
• Screen, organize, and prepare documents for the direct supervisor’s review and signature, ensuring all materials are complete and error-free.
• Track distributed correspondence that requires action or response, following up diligently to ensure timely resolution.
• Notify the direct supervisor of urgent matters or documents requiring immediate attention, enabling prompt decision-making.
• Screen incoming calls and forward approved calls to the direct supervisor, ensuring efficient communication management.
• Monitor all incoming and outgoing documents to ensure compliance with the company’s Quality Management System (QMS).

Mail, Courier & Logistics Coordination

• Oversee the proper distribution of internal and external mail within the department, ensuring timely and accurate delivery.
• Coordinate courier services and manage package deliveries to guarantee on-time sending and receiving of items.
• Maintain detailed records of document and package deliveries for tracking and accountability purposes.

Reporting & Data Management

• Collect, compile, and analyze data as required to support informed decision-making.
• Prepare professional reports, presentations, and memos within established timelines, ensuring accuracy and clarity.
• Maintain organized records and documentation for administrative reference, supporting efficient operations.

Health, Safety & Compliance

• Support the implementation of Health, Safety & Environment (HSE) initiatives to foster a secure and compliant workplace.
• Participate in safety awareness programs and activities to promote a culture of well-being and risk awareness.
• Report incidents and assist in their resolution in accordance with company policies and the Integrated Management System (IMS).

Additional Responsibilities

• Perform other administrative duties and tasks as assigned by the supervisor to support departmental objectives.
• Provide support for departmental operations and cross-functional coordination when required to enhance team efficiency.

Job Knowledge & Skills

• In-depth knowledge of office administration and established administrative procedures.
• Understanding of delegation of authority and responsibility frameworks to support effective decision-making.
• Strong ability to gather, monitor, and organize information efficiently to meet operational demands.
• Exceptional English communication skills, both written and verbal, to facilitate clear and professional interactions.
• Advanced proficiency in Microsoft Office applications, including Excel, Word, PowerPoint, and Outlook.
• Experience with ERP systems, preferably SAP, to support integrated business processes.

Experience Requirements

• Minimum of 8+ years of total work experience.
• At least 5 years of relevant administrative experience.
• GCC work experience (minimum 2 years) is considered an advantage.