Senior Administrator

Senior Administrator

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

Job Responsibilities

Customer Service & Front Office Representation

• Remain professional and approachable at all times, providing excellent customer service to all visitors.

• Act as the face of the organization to increase organization branding internally and externally.

Calendar & Appointment Management

• Maintain a scheduler to help organize appointments with the direct supervisor and provide necessary advice or reminders on a daily basis to ensure critical meetings are not missed.

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

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

Correspondence & Document Management

• 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 a 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 or matters that require immediate attention on a daily basis.

• Screen and forward approved calls to the direct supervisor on a daily basis.

Quality Management & Compliance

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

• Ensure proper dissemination of mails to the department on a daily basis.

• Ensure that couriers and packages are delivered or received on a timely manner.

Reporting & Presentations

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

HSE Support

• 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.

Job Knowledge & Skills

• 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

Job Experience

• Minimum 5 years working experience

• 3 years relevant working experience

• 2 years GCC experience is a plus