Administrator

Roles and responsibilities

Responsible for reception & administration work for the Head Office including ensuring that all visitors and clients have a positive impression of Majid Al Futtaim and are treated courteously and professionally. To organize meetings for Senior Management and handle meeting calendars for Senior Managers accurately and promptly plus being responsible to fill in travel forms or any required forms for the senior management.

ROLE PROFILE

Handling meeting rooms schedule and meeting calendars” for senior managers.
Treat visitors to the office courteously and inform the relevant staff of their arrival promptly.
Ensure meeting rooms are kept tidy throughout the day by liaising with the Office boy.
Allocate and book meeting rooms for employees when requested.
Receive CVs from applicants on a regular basis and send them to the relevant HR Manager promptly.
Receive and dispatch the courier mail in an efficient manner.
Responsible for dispatching documents and parcels through Courier.
Ensure employees fill out Airway bills accurately before sending them by Courier.
Office Management:

Oversee the daily operations of the office, ensuring that it runs smoothly and efficiently.
Maintain office supplies, order equipment, and ensure that the workspace is organized and well-equipped.
Coordinate with vendors for services and supplies and manage office inventory.
Scheduling and Coordination:

Schedule and manage appointments, meetings, and conferences for senior management or staff.
Organize travel arrangements, including booking flights, accommodations, and transportation.
Coordinate and arrange events or special activities within the organization, such as team-building exercises or staff meetings.
Communication and Correspondence:

Serve as the point of contact for internal and external communications, answering phones, emails, and handling inquiries.
Draft and send correspondence, including letters, emails, and memos.
Ensure that information is communicated clearly and professionally within the organization.

Desired candidate profile

University graduate.
Should have 2-3 years of work experience in administrative.
Good, positive attitude and excellent “people skills.”
Good organizational skills, punctual and hard-working.
Proficient knowledge of MS Suite.
Should have good communication skills in English and Arabic.
Organization and Time Management: Ability to manage multiple tasks and responsibilities while ensuring deadlines are met.
Communication Skills: Strong verbal and written communication skills, ensuring clear and professional interactions.
Problem-Solving: Ability to identify challenges and implement solutions to resolve issues quickly and effectively.
Attention to Detail: Ensure that all documentation, schedules, and tasks are completed accurately.
Multitasking: Capability to handle multiple duties simultaneously, especially in fast-paced environments.
Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality at all times.
Tech-Savvy: Proficient with office software, email systems, spreadsheets, and other digital tools used in administrative tasks.
Customer Service: Ability to address inquiries and provide excellent service to internal and external stakeholders.
Performance Metrics:
Efficiency in Task Completion:

Completing tasks accurately and within the expected timeframes.
Communication Quality:

The clarity and professionalism of communications (emails, phone calls, meetings, etc.).
Budget and Financial Accuracy:

The ability to manage office or department budgets efficiently, ensuring accuracy in financial records and expense reports.