Administrative Support Specialist

3 weeks ago


Dubai, Dubai, United Arab Emirates Oil and Gas Job Search Ltd Full time

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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