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Office Administrator

1 week ago

Dubai, Dubai, United Arab Emirates Al-Futtaim Full time
Roles and responsibilities

Provide PA support to the Director, arrange meetings, managing Diaries, travel arrangement & accommodation (Business Trips), process approvals. Arrange visits, events/Conference, Responsible for office functions, develop office procedures, organizing and coordinating office operations in order to ensure

organizational effectiveness and efficiency. Responsible for Petty Cash Fund Mgt. Manage Procurement & Payables for AFSRL. Filing and maintaining office records, resolving inter office disputes, maintain office equipment, telephone systems, responsible for the Facilities & maintenance.

PA to MD of Automotive Financial Services, Rental, Leasing and Subscriptions Daily calendars, meeting arrangements, Daily emails and actions, Business Travel arrangement, Travel pack, Office Management, Facilities, Maintenance & HSSE, Cost Savings Initiatives.

Daily support in office operations, facilities & HSSE.

Report on ADMIN cost savings Initiatives.

Provide all Departments with sufficient cash to cover minor expenses and ensure intact receipts & detailed reports are forwarded to Finance in compliance with AFM guidelines.

Required Skills to be successfu:

Minimum Experience: At least 5 years knowledge in Administrative Management practices and procedure.

Knowledge in Human Resources Management and Finance is a plus.

Job-Specific Skills:

PC Skills Microsoft Office, Microsoft outlook, Data Access, Presentation.

Project Management. Microsoft Visio.

Behavioural Competencies: Organise, communication skills, analytical, problem solving, attention to details,

coaching skills, initiative, integrity, adaptability, teamwork, decision making, time management, delegation

What equips you for the role:

Graduate of bachelor's in business administration or Business Management Graduate

Desired candidate profile

1. Organization and Time Management

  • Calendar Management: Scheduling appointments, meetings, and events, ensuring there are no conflicts and that priorities are met.
  • Task Prioritization: Helping to prioritize tasks based on urgency and importance, ensuring deadlines are consistently met.
  • Reminders and Deadlines: Keeping track of upcoming deadlines, appointments, and tasks and reminding the person of what needs to be done.

2. Communication Skills

  • Effective Correspondence: Managing emails, phone calls, and other forms of communication, responding on behalf of the person they assist when necessary, and drafting letters or emails.
  • Liaison: Acting as a gatekeeper for the person, handling inquiries and ensuring only important matters are passed on.
  • Conflict Resolution: Dealing with client or stakeholder inquiries or concerns in a professional and diplomatic manner.

3. Administrative Support

  • Document Preparation: Creating, editing, and organizing documents, presentations, reports, and spreadsheets.
  • Data Entry and Record Keeping: Maintaining accurate records, files, and databases, ensuring everything is easily accessible when needed.
  • Travel Arrangements: Coordinating and booking travel, including flights, accommodation, and ground transportation, and preparing detailed itineraries.
  • Meeting Coordination: Organizing meetings, preparing agendas, taking notes, and distributing follow-up actions or minutes.

4. Problem Solving

  • Issue Resolution: Addressing challenges that arise in day-to-day tasks or events and finding effective solutions.
  • Proactive Planning: Anticipating needs and potential problems before they arise and taking action to prevent them.

5. Discretion and Confidentiality

  • Handling Sensitive Information: Often, personal assistants have access to sensitive or confidential information, and it's crucial to maintain the utmost discretion.
  • Trustworthiness: Being a trusted point of contact, where maintaining privacy and confidentiality is paramount in both professional and personal matters.