Administrator - Jobs in Qatar

Job Description

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.Responsibilities:

• Responsible for office administration and ensures the smooth and effective overall operations of the office.
• Compiles data, prepares error-free reports, or collates 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 (telephone, email, face to face), accurate message taking, copying, and distributing information as necessary.
• Ensure to always remain professional and approachable, provide excellent customer service to all visitors and act as a face of the organization to increase organization branding internally and externally.
• Maintains a scheduler to help organize appointments with the direct supervisor and give the necessary reminder on 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 daily.
• 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.
• Ensure to distribute confidentially and accurately, 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 daily.
• Ensures that documents for the direct supervisor are properly screened / and organized in the signature file daily.
• Records all distributed documents and monitor actions taken for correspondence that require reply daily.
• Advises the direct supervisor for any documents/matters that require immediate attention daily.
• Ensures to screen and forward approved calls to the direct supervisor daily
• Monitors all documents coming in or leaving the department in compliance with the quality management system at all times
• Raise IT tickets in case of any service needed or facing technical issues within the company.
• Follow up on the pending requests with the concerned departments.
• Contact the maintenance in case of any service needed.
• Add the new joiners to the company?s group email after raising an IT ticket.
• Ensures that couriers/packages are delivered/received in a timely manner
• Create Purchase Requisitions when needed.
• Update and share the staff directory with all the company?s employees.
• Ensure that the new joiners have been provided with the equipment & access needed: Telephone, printer access, stationery.
• Create JD for the new employees, get their signatures, and submit the original copies to the document controller.
• Make accommodation reservations and transportation requests to the visitors as per the management?s request.
• Ensures that required correspondence is submitted for signature/approval within one day from receipt of instruction.
• ? Submits all required reports on the time required.

Keyskills :