Senior Administrator

Senior Administrator

Job Summary

We are seeking a professional and highly organized Senior Administrator to provide comprehensive administrative and office support to management and the wider department. The role involves managing appointments, correspondence, visitors, meetings, documents, reports, and other day-to-day administrative activities while maintaining a high level of professionalism, confidentiality, and accuracy.

The successful candidate will act as an important point of contact for internal and external stakeholders, helping to ensure the efficient flow of information and smooth coordination of administrative operations.

Key Responsibilities

Executive & Administrative Support

• Provide efficient administrative and clerical support to the direct supervisor and assigned department.
• Manage the supervisor’s calendar, appointments, and meeting schedules, ensuring important commitments and deadlines are properly tracked.
• Provide timely reminders and updates to help ensure critical meetings, appointments, and actions are not overlooked.
• Screen and organize documents requiring the supervisor’s review, approval, or signature.
• Identify urgent correspondence or matters requiring immediate management attention and communicate them accordingly.
• Assist with arranging meetings, conference calls, and other business appointments.

Visitor & Communication Management

• Maintain a professional, approachable, and service-oriented attitude when dealing with visitors, employees, and external stakeholders.
• Welcome visitors and manage access to the supervisor or department in accordance with established procedures.
• Maintain accurate visitor and appointment records for reference and follow-up purposes.
• Screen incoming calls and forward approved or relevant calls to the appropriate person.
• Handle telephone enquiries professionally and ensure messages are accurately recorded and communicated.

Document & Correspondence Control

• Receive, register, distribute, file, and track incoming and outgoing correspondence, documents, calls, and enquiries.
• Maintain accurate records to ensure documents and correspondence can be easily traced and retrieved when required.
• Ensure departmental documents are distributed to the appropriate personnel within the required timeframe.
• Monitor correspondence requiring responses or further action and follow up with relevant employees or departments.
• Maintain organized physical and electronic filing systems in line with company procedures and quality management requirements.
• Ensure all documents and sensitive information are handled with strict confidentiality and professionalism.

Mail, Courier & Office Coordination

• Coordinate the timely receipt and distribution of departmental mail and correspondence.
• Arrange and monitor the dispatch and receipt of courier packages and other deliveries.
• Ensure incoming and outgoing documents and materials are properly recorded where required.
• Support the smooth coordination of general office and departmental administrative activities.

Reports & Management Support

• Collect and compile information from relevant sources as requested by management.
• Prepare professional reports, presentations, memos, correspondence, and other administrative documents within agreed deadlines.
• Ensure documents are accurate, well-organized, and professionally formatted with minimal errors.
• Provide general administrative assistance to support departmental objectives and operational requirements.

Health, Safety & Compliance

• Follow company policies, procedures, and applicable quality management requirements.
• Support the implementation of Health, Safety and Environment (HSE) initiatives and Integrated Management System (IMS) policies.
• Participate in safety awareness activities and promote compliance with workplace safety procedures.
• Report relevant incidents, risks, or concerns and support appropriate corrective actions when required.

Candidate Requirements

• Minimum 5 years of overall work experience, including at least 3 years of relevant experience in administration, executive support, secretarial, or office coordination roles.
• Previous GCC experience of approximately 2 years will be an advantage.
• Strong knowledge of office administration and administrative procedures.
• Experience supporting managers or senior leadership with scheduling, correspondence, document control, and meeting coordination.
• Good understanding of information management, record keeping, document tracking, and follow-up procedures.
• Ability to manage delegated tasks and responsibilities effectively.
• Excellent written and verbal communication skills in English.
• Strong customer service and interpersonal skills with a professional and approachable attitude.
• High proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Strong organizational and time-management skills with excellent attention to detail.
• Ability to handle confidential information with discretion and professionalism.
• Knowledge of ERP systems, preferably SAP, will be an advantage.
• Ability to manage multiple priorities and work effectively in a fast-paced corporate environment.