Admin. Assistant

Al Jubayl, Ash Sharqiyah
Permanent
Full-time

1 month ago

Qualifications:

Male, 25 – 35 years old
Graduate/Diploma of any business-related course (preferably Accounting)
Knowledge of office management systems and procedures
Excellent time management skills and ability to multitask and prioritize work
Attention to details and problem-solving skills
Excellent written and verbal communication skills
Strong organizational and planning skills
Proficient in MS Office and MS Outlook
Knowledge of basic Accounting systems
Fresh graduates are acceptable (with relevant experience preferred)
Preferably Filipino candidates

Job Responsibilities1. Answering Calls, Taking Messages, and Handling Correspondence - Serve as the first point of contact for clients, partners, and internal teams. Manage phone lines, direct inquiries, screen calls, and ensure that communications are documented and followed up promptly. Ensures professionalism and responsiveness in all external and internal interactions. Maintain polite and professional communication via phone, e-mail, and mail.2. Maintaining Diaries and Arranging Appointments - Manage calendars, schedule meetings, and avoid conflicts to ensure productivity. Act as gatekeepers, allowing executives to focus on strategic responsibilities without administrative overload.3. Typing, Preparing, and Collating Reports - Play a central role in the production of professional documents. Ensure accuracy, formatting consistency, and timely delivery of materials used in decision-making processes.4. Filing and Documentation - Organizing physical and digital records. Maintain secure, well-structured systems that ensure quick access to important documents and compliance with information governance policies.5. Organizing and Servicing Meetings - Scheduling and setting up meeting rooms. Preparing agendas and recording minutes of meeting. Help ensure clear follow-up and accountability on action points.6. Managing Databases - Manages databases containing client details, vendor records, or HR information. This includes regular updates, data integrity checks, and analysis, making sure that critical information is accurate and accessible when needed.7. Prioritizing Workloads - With multiple responsibilities competing for attention, must be able to constantly assess and adjust priorities. Knows how to juggle urgent tasks, manage time-sensitive deadlines, and support team members in optimizing their schedules.8. Implementing New Procedures and Administrative Systems - Identify opportunities for administrative improvements. Digitizing records, or streamlining workflows, help implement smarter ways of working across departments.9. Liaising with Relevant Organizations and Clients - Communication with external stakeholders. Coordinate with vendors, clients, and partners, ensuring all interactions are professional, timely, and aligned with business goals.10. Coordinating Mail-shots and Similar Publicity Tasks - Supporting marketing or outreach functions. Assist in the distribution of newsletters, promotional materials, and public announcements. Involves working with CRM tools or mailing platforms to maintain contact lists.11. Logging or Processing Bills, Expenses, Vouchers, and Invoices - Financial support tasks such as tracking departmental expenses, processing payments, processing vouchers, raising invoices, and managing petty cash. Attention to details and ensures financial accuracy and proper reporting.12. Acting as a Receptionist and Greeting Clients - Manage front-desk duties. Provide a warm welcome to visitors, manage guest logs, and maintain a professional office atmosphere while balancing administrative tasks.13. Recruiting, Supervising, and Training Junior Staff - Contribute to team development. This includes assisting in the hiring process, onboarding new staff, delegating tasks, and ensuring junior administrators are trained in office procedures.14. Tracking and Ordering Office Supplies - Ensure that the office is always fully equipped by managing inventory, monitoring supply usage, and negotiating with suppliers. Helps to avoid disruptions and keep operations running smoothly.15. Monitoring and Renewal of Personnels’ Training Certifications and ID’s – Closely monitor the Operators’ and Mechanics’ training certificates and ID’s and process renewal prior to expiry.16. Maintaining Confidentiality - Ability to manage sensitive information with discretion. Handle confidential reports, personnel files, and business strategies, and must ensure strict compliance with data protection policies.17. Any job that may be assigned from time to timeInterested and qualified applicants may send their CV to

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