مساعد إداري

Job Purpose

The Associate, Admin is responsible for providing comprehensive administrative support to ensure smooth office operations. This role involves managing office documentation, handling receptionist duties, coordinating logistics, and supporting various administrative functions. The Associate, Admin will work closely with internal departments to maintain an organized, efficient, and compliant administrative system.

1. Documentation & Record Management

• Maintain and organize company records, contracts, and administrative documents.
• Ensure proper filing and archiving of physical and digital documents.
• Handle confidential information with discretion and professionalism.

2. Office Front Desk & Visitor Management

• Manage front desk operations, ensuring a professional and welcoming environment.
• Greet and assist visitors, directing them to the appropriate department or personnel.
• Handle incoming calls, emails, and administrative inquiries professionally.
• Coordinate meeting room bookings and maintain office reception standards.

3. Travel & Logistics Coordination

• Assist in arranging travel bookings, accommodations, and transportation for employees.
• Coordinate visa processing and travel documentation as required.
• Ensure compliance with company travel policies and budget constraints.

4. Procurement & Office Supplies Management

• Manage office supply inventory, ensuring timely procurement and stock availability.
• Process purchase requests for office materials and coordinate with vendors for delivery.
• Ensure office equipment and supplies are properly maintained and replenished.

5. Meeting & Event Coordination

• Support the coordination of internal meetings, trainings, and corporate events.
• Prepare and distribute meeting agendas, minutes, and presentations.
• Liaise with vendors and service providers to organize external events.

6. Compliance & Workplace Safety

• Ensure adherence to workplace health, safety, and security protocols.
• Assist in implementing and monitoring safety measures within office premises.
• Support internal audits and compliance checks related to administration.

7. Administrative Reporting & Support

• Maintain and update administrative records, ensuring data accuracy and accessibility.
• Generate reports related to office operations, procurement, and travel expenses.
• Provide general administrative assistance to various departments as required.

Requirements

• Education: Diploma or bachelor's degree in business administration, Office Management, or a related field.
• Experience: Minimum 2-4 years of experience in an administrative or office support role.
• Skills:
  • Strong organizational and multitasking skills.
  • Excellent communication and interpersonal skills.
  • Attention to detail and ability to maintain accurate records.
  • Problem-solving and time management abilities.
• Technology: Proficiency in MS Office Suite (Word, Excel, Outlook) and office management software.
• Languages: Fluent in Arabic and English.