Position Name Admin Coordinator / Receptionist / Executive Secretary
Reporting To Asst. Manager HR & Admin
Education Qualification Graduation.
Additional Qualification Post-Graduation, Certification in Office Administration.
Experience Required:
• Should have 2 years relevant experience in Office Administration, Executive Secretary and Front Office Management.
• Experience in Inventory Management.
• Experience in sourcing, procurement and accounting of Stationery, IT consumables and permanent nature items.
• Should have good knowledge on Computer especially in
MS Office. Desirable to have Adobe Photoshop.
Mandatory Language English. (Fluency, Reading and Writing abilities)
Fluency and reading abilities in Arabic will be an added advantage.
Primary Responsibility: To carry out Admin Coordinator / Executive Secretary / Receptionist duties as per companie’s requirement.
Tasking: Admin Coordinat
• Front Office and Reception Area Management.
• Greeting visitors and directing them to appropriate departments.
• Administrative duties of filing, answering phone calls, responding to e-mails and preparing documents, Ma Management.
• Monitoring of Consumable Items stock, Permanent Items stock, International outgoing Calls, Maintenance records and Reporting.
• Supervising Buffet Lunch services through service providers.
• Administrative support to all departments.
• Procurement, issue and accounting of Pantry Items, Stationaries and Permanent Items.
• Visitors’ Management System.
• Company’s vehicles management.
• Office building maintenance, hygiene and safety.
• Functions / Event Management.
• Any other duties assigned as per the experience and aptitude.
Tasking: Executive Secretary
• Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
• Attend meetings and keep minutes
• Receive and screen phone calls and redirect them when appropriate
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
• Make travel arrangements for executives
• Handle confidential documents ensuring they remain secure
• Provide assistance in bookkeeping
• Maintain electronic and paper records ensuring information is organized and easily accessible
• Conduct research and prepare presentations or reports as assigned
Functional Competency Proficiency Level (Max 5) Behavioral Competency Proficiency Level (Max 5)
Professional Knowledge 5 Receptiveness 5
Oral & written Communication 5 Patience 5
Resourcefulness 4 Team Player 5
Informative & Suggestive 4 Continuous learner 4
Planning & Pro active 4 Adaptability 4
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