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Administrative Support Specialist

2 months ago

Dubai, Dubai, United Arab Emirates SamTech Middle East Fz LLC Full time
Job Summary

The Administrative Support Specialist reports to the CEO & Group Vice President and is responsible for managing the front desk; providing support to ensure facilities & services are provided in an effective and efficient manner. As front of the organizational support, the Administrative Support Specialist must always demonstrate a high level of security awareness and have knowledge of emergency evacuation procedures.

Key Responsibilities
  1. Welcome visitors/people entering the organization and direct them to the correct employee for assistance.
  2. Provide administrative assistance to the Group CEO and Group Vice President.
  3. Handle personal shipments on behalf of management.
  4. Answer or refer inquiries on the telephone to the right channel.
  5. Direct visitors by maintaining employee and department directories.
  6. Maintain security by following procedures and noting down the visitors' details.
  7. Develop and maintain office forms and procedures and assist with administrative tasks.
  8. Notify staff of waiting visitors and escort them to the meeting room.
  9. Ensure the Reception Area is always tidy.
  10. Notify the procurement team of deliveries when necessary.
  11. Send emails and faxes, arrange appointments and schedule appointment calendars.
  12. Field questions, in person and by telephone.
  13. Respond to inquiries from employees, citizens, and others and refer to the appropriate person, official, or department.
  14. Maintain a high level of dress code and be presentable.
  15. Take and relay messages to all the employees in the office.
  16. List all incoming and outgoing calls and forward these calls to the concerned person immediately.
  17. Provide general administrative and clerical support to all employees and provide guidance in case it relates to other departments.
  18. Deal with queries from the public and customers regarding the company.
  19. Ensure knowledge of staff movements in and out of the organization.
  20. Monitor visitor access and maintain security awareness.
  21. Prepare correspondence and documents as required from each HOD after getting the approvals and ensure correct formalities.
  22. Receive and sort mail and deliveries from various external sources and sort it correctly to each concerned employee or department.
  23. Schedule appointments on MS 365 calendar and ensure there are no conflicts.
  24. When necessary or requested, attend meetings to take minutes and summarize them, then send them to the concerned staff.
  25. Attend all MS Teams meetings for online recording.
  26. Order stationery, pantry items, and office miscellaneous as required.
  27. Create PowerPoint presentations as requested by management or departments.
  28. Monitor the activity and adherence of the Office cleaner.
  29. Keep the CEO updated on the Sales Department activities.
  30. Assist the CEO in all requests (sending and checking emails, calling clients, arranging appointments, etc.).
  31. Assist and help the sales team by:
  32. Providing them all the documents to send to clients, especially when new staff are onboarded.
  33. Helping them arrange meetings with customers.
  34. Answering telephone calls for the Sales Department if no one is available to take them.
  35. Keeping the quotations file updated.
  36. Orienting any new sales consultants with the sales department's policy and procedures.
  37. Analyzing all contracts, non-disclosure agreements, and other relevant annexures concerning existing or potential customers, vendors, and resellers, excluding company legal licenses or certification-related documents.
  38. Updating the documentation officer for every correspondence that may be required in conducting the above-mentioned processes.
  39. Any other work assigned by the CEO/Line Manager.
Requirements
  1. Strong knowledge of MS 365, including Word, Excel, and PowerPoint.
  2. Good time management and planning skills.
  3. Good interpersonal and presentation skills.
  4. Excellent written and verbal communication skills are essential.
  5. Able to meet multiple project deadlines and demonstrate good attention to detail.
  6. Able to demonstrate an understanding of the needs of the customer.
  7. Able to work individually as well as part of a team.
  8. Ability to meet deadlines with minimal supervision.
  9. Must be a team player.
  10. Strong dedication to customer service.