Administrator

  • Full Time
  • Doha, Qatar
  • Applications have closed

Power International Holding

The Administrator is responsible for general office duties, by 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

Job Roles & Responsibilities

Principal Accountabilities

Responsible for office administration and ensures the smooth and effective overall operations of the office.
Compiles data, prepare error-free reports or collate data for consideration and presentation by the supervisor as and when required within the set deadline.

Process and respond promptly to incoming and outgoing communications (post, telephone, fax, email, face to face), accurate message taking, copying and distributing information as necessary

Additional Job Roles & Responsibilities

1. Customer Service: Ensure to remain professional and approachable at all times, provide excellent customer service to all visitors and act as the face of the organization to increase organization branding internally and externally.

Maintains a scheduler to help organize appointments with the direct supervisor and give necessary advice/reminder on a daily basis and ensure critical meetings are not missed.

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

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

Ensures to appear and act in a professional and pleasant manner with all visitors and score 90% or more in random performance surveys conducted by the department head.

2. Correspondence and Information Management: 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.

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

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

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

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

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

Monitors 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 a daily basis.

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

3. Preparing communication/research materials: 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

Ensures to compile data, prepare error-free reports or collate data for consideration and presentation by the supervisor as and when required within the set deadline.

Prepares accurate and well-presented correspondence on daily basis.

Ensures that required correspondence is submitted for signature/approval within one day from receipt of instruction.

Submits all required reports on the time required.

Job Knowledge

Knowledge in office administration

Knowledge of Information gathering and monitoring

Excellent working knowledge of English (oral and written)

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

Job Skills

A methodical and organized approach to tasks, with an eye for detail

Interact/communicate effectively both in oral and written English

Interact tactfully, courteously, and effectively with employees, management, vendors, and the public

Sets priorities which accurately reflect the relative importance of job responsibilities

Can perform at an advance level of Word, Excel, and PowerPoint

Job Experience

Total 6 year(s) On Job 2 year(s) GCC 2 year(s)

Education

Bachelor’s Degree in Business Administration or any related field