Administration Assistant, F&B – Qatar Duty Free

Company: Full Time Qatar Duty Free
  • Location: Doha, Qatar View on Map
  • Date Posted: January 23, 2023
  • Salary: Negotiable
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About the job

About The Role

Providing administration support for smooth functioning on a daily basis in order to support the back-of-house operations in an effective and efficient way. Handling confidential and sensitive issues involving continual inter-departmental relations. Represents the team through correspondence, telephone and personal contact. Liaise with other departments for Arran in the logistics of resources.

Job Responsibilities

Operational

  • Perform advanced, diversified and confidential administrative and secretarial support. Handle a wide variety of situations and tasks involving the clerical and administrative functions of the office.
  • In consultation with the team generate business documentation, including presentation creation and spreadsheet preparation and distribution.
  • Prepare charts and compile reports as needed and ensure that all files are complete and properly maintained.
  • Perform administrative tasks based on set procedures, establish and maintain filing systems, categories and maintain manuals, and invoices, manage and coordinate travel needs and other source data.
  • Research information and initiate assigned tasks accordingly.
  • Coordinate internal and external communications.
  • Respond to complaints and requests for information and assistance, interpret and explain procedures and policies pertaining to internal inquiries of staff. Attend and take notes at meetings, coordinate travel arrangements, and record Communication (documents, E-mail) to meet the requirements of the team.
  • Upload duty roster in the ETAS (Electronic Time and Attendance System) for all QDFC employees, ensuring all rosters are uploaded timely, and any changes made to employee schedules are updated in the system on time to avoid any discrepancies and ensure system accuracy.
  • Work with all employees, in a consultancy role, assisting all QDFC employees with their queries and concerns, ensuring information provided are accurate and in a timely manner, e.g.: applying vacation leaves/Emergency Leave in GEMS, accommodation change, curfew request, applying for RP/Airport Pass, RP/Airport renewal and enrolling themselves for mandatory training.
  • Collect, review and submit all documents related to employee requests to HR for necessary approval, follow up with the concerned person for statues update and inform the employee accordingly to ensure flawless communication process.
  • Coordinate with concerned party to arrange female transportation, and ensure bus pick up/drop off time is synchronized with duty roster at all time to support operational requirements.
  • Order and control all inventory of stationery items, maintain and replenish inventory, anticipate needed supplies, and track office expenditures by recording expenses.
  • Coordinate with HR on new joiner’s joining formalities and department induction, offering assistance to new staffs, supporting new joiner settling down in new role
  • Perform other department duties related to his/her position as directed b the Head of the department

Qualifications

About the candidate:

A successful candidate should possess below.

Bachelor’s Degree or Equivalent with a Minimum 1 year of job-related experience.

OR

High School Qualification with Minimum 2 years of job-related experience.

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