Administrative Support Specialist
4 days ago
Job Summary
We are seeking a highly organized and detail-oriented Administrative Support Specialist to join our team at Oil and Gas Job Search Ltd. As a key member of our administrative team, you will be responsible for providing exceptional support to our employees and clients.
Key Responsibilities
- Manage incoming calls, identify caller needs, and direct to the appropriate extensions.
- Handle incoming and outgoing faxes, copies, scans, and documents.
- Receive visitors, customers, and walk-in company representatives at the reception area, brief them on building safety, and guide them to the office or meeting room as requested.
- Ensure the reception area is clean, well-organized, and provides a safe environment for employees and clients.
- Manage all correspondence, including dealing with email and distributing incoming mail to the appropriate individuals.
- Prepare couriers, hand over packages to courier agencies, track packages as necessary, receive couriers, and hand over to the concerned person.
- Assist with bookings of meetings and training, ensuring meeting rooms are always tidy and presentable.
- Provide assistance for office events and bookings, ensuring catering and refreshments are available as requested.
- Maintain and order office and stationary supplies, IT and electronic accessories by checking stock, determining inventory levels, anticipating needed supplies, placing, and expediting orders.
- Issue visitor and goods passes for JAFZA.
- Timekeeping and sign-off in Kronos system.
- Create purchase orders in JDE and maintain records, follow up, and get supplies delivered and keep track of invoices with accounts as needed.
- Manage facility-related contracts and price negotiations with vendors and service providers with the facility coordinator.
- Assist with travel arrangements and hotel bookings as requested.
- Maintain a well-organized and efficient office environment.
- Coordinate with the facility coordinator about building requirements and assist as needed.
- Provide back-up support for admin and facility coordinator.
- Maintain calibration records, maintain safety-related records, and notify before expiry, take necessary action for renewal or re-inspection.
- Perform any other work-related tasks assigned by the manager.
Requirements
- Pleasant and good customer relation.
- Good verbal and written communication.
- Computer literate - Microsoft Office.
- Telephone skills.
- Supply management.
- Documentation.
Qualifications
- Minimum diploma degree.
- 3 years or above work experience.
- Good command of English.
Desirable
- Bachelor's degree.
- Oil and Gas company experience will be an advantage.
- Experience of working with Kronos and JDE will be an advantage.
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