Position Purpose

The Administration Coordinator is responsible and will work in support to the Administration Supervisor to facilitate effective Company administration and office operating procedures.

The role of the Administration Coordinator will involve the organization and coordination of office operations and procedures and provision of general Administration support, including typing, data input, minute taking and document control for all Khadamat Departments. The Administration Coordinator will implement Khadamat office and administrative procedures including maintenance of accurate records of office and other Administration Department supplies and will oversee the general day to day outputs of the Administration Department General Operatives.

Key Responsibilities

• Liaising and providing day to day administrative support and task assistance to all staff.
• Coordinate the day to day activities of the General Operative.
• Preparing correspondence and documentation including drafting and distribution as required.
• Maintain spreadsheets, statistics, reports and databases including typing, encoding, data processing as needed via excellent use of MS office applications or other related software.
• Recording, compiling, distributing minutes of meetings, and preparation of analysis reports required.
• Company Vehicle Management including monitoring and records.
• Coordination of Refreshments as per request including catering setup and clear up as required.
• Coordination of Company Uniforms including procurement and disbursement.
• Maintaining the Company Archiving.
• P2 stock management including consumables monitoring, statistics and procurement (e.g. stationery supplies, vending machine consumables, drinking water etc.).
• Supplier liaison and coordination.
• To provide executive support to the Operational Managers and including PA duties in the absence of the Administration Supervisor.
• Reception duties (in the absence of Receptionist whilst on leave, break, sickness etc.).
• Have responsibility to carry out Supervisor duties in the absence of Supervisor whilst on leave, break, sickness, in training etc.
• Compliance to set departmental objectives.
• Monitor and evaluate continuously efficiency and effectiveness of service delivery methods and procedures; assess and monitor work load related to this role.
• Conduct gap analysis, and recommend to Supervisor/Line Manager identified opportunities for improvement to be implemented after approval, related to this role.
• Promote innovation as part of continual development relating to efficiency and productivity of Administration services provision.
• Comply with company Environmental policy by taking an active role in the continual improvement of the environmental initiatives.
• Assist in establishing policies and procedures as required in compliance with QMS and ISO standards e.g. Local Work Instructions (LWI) write up and review.
• Perform and carry out projects, ad hoc tasks, duties as instructed/directed by the Supervisor/Line Manager.
• Participate in ESG events and provide the administrative support whenever required.

HSE Job Responsibilities

• To comply with the organization’s QHSE policies and procedures at all times.
• To work safely at all times and to report all hazards and incidents to Departmental Supervisors/Managers.
• To actively participate in all QHSE training, programs, audits and inspections when required and, as necessary.
• To exercise a personal duty of care for their own health, safety and welfare and to that of others.
• To lead by example and ensure to protect the environment by conservation of electricity, water and other natural resources, and minimizing generation of waste.

Information Security Responsibilities

• To protect information assets including both electronic and paper based from all threats whether internal, external, accidental or deliberate.

Knowledge, Skills, and Experience

Education & Certification Requirement

• Bachelor degree.
• Preferably with IELTS qualification.

Experience

• Minimum 3 years relevant experience.
• Knowledge of office administration.

Job Specific Technical Skills

• Excellent English Language (written and spoken).
• Excellent computer Skills (Word, Excel, PowerPoint etc.).
• Excellent Time Management Skills.
• Customer Service.
• Supplier Management.
• Interpersonal communications skills.

Trainings Required

• Health and Safety.
• Fire Safety.
• Site familiarisation.
• Customer Service.

Behavioral Competencies / Attributes

• Able to multi-task and work well under pressure often managing several tasks at once.
• Strong organizational skills.
• Team Player.
• Demonstrable ability to work without direct supervision.
• Naturally proactive, show initiative and self-motivation.
• High degree of flexibility is required in order to perform their duties and fulfill their responsibilities.
• Diplomacy, tact to adapt to the dynamic needs of a fast-paced business environment.