Job description

Job Summary

The Senior Administrator provides office and administration support through providing excellent customer service, handling information requests, performing clerical functions such as preparing correspondence, arranging conference calls and scheduling meetings and fulfilling all administration requirements assigned.

Ensure to remain professional and approachable at all times, provide excellent customer service to all visitors

and act as a face of the organization to increase organization branding internally and externally.

Maintain a scheduler to help organize appointments with the direct supervisor and give necessary advice /

reminder on daily basis and ensure critical meetings are not missed.

Check admission of guests without appointments to the direct supervisor on daily basis.

Maintain a log of visitors and appointments for easy reference on a daily basis.

Ensure to confidentially and accurately distribute, record or file correspondences, calls or queries at all times to ensure efficient traceability of all documents handled in the direct supervisor’s office.

Ensure that documents for the department are distributed to the concerned personnel on a timely manner on a daily basis.

Ensure that documents for the direct supervisor are properly screened / and organized in the signature file on daily basis.

Record all distributed documents and monitor actions taken for correspondence that require reply on a daily basis.

Advise the direct supervisor for any documents / matters that require immediate attention on daily basis.

Ensure to screen and forward approved calls to the direct supervisor on daily basis.

Monitor all documents coming in or leaving the department in compliance to the quality management system at all times.

Ensures proper dissemination of mails to the department on daily basis.

Ensures that couriers / packages are delivered / received on timely manner

Ensure to collate data or to prepare professional reports, memos or presentations as and when requested by the supervisor within the established time frame with minimal errors.

Support the implementation of HSE initiatives, participate in safety awareness activities, and contribute to incident reporting and resolution in alignment with company and IMS policies

Serves as the primary and physical interface between project teams, contractors, consultants, suppliers, authorities, and management, ensuring effective coordination and timely response to operational requirements
Maintains strict control over the physical receipt, registration, distribution, and tracking of project documents, drawings, submissions, and approvals, which are critical to project governance and contractual compliance
Coordinate with authorities and relevant departments to ensure timely compliance with statutory, regulatory, Gate Passes and permit requirements

Knowledge in office administration

Knowledge and experience in delegation of authority and

responsibility

Knowledge of Information gathering and monitoring

Excellent working knowledge of English (oral

and written)

High proficiency in Computer Office Applications and Programs (MS Excel, Word etc.)

ERP knowledge preferably SAP functional skills are a requirement to be successful in this role.
Knwledge in Auto CAD

Minimum 5 year(s) working experience, 3 year(s) relevant working experience, 2 year (s) GCC is a plus