Secretary & Administration Officer
Full time
at a Laimoon Verified Company
in
Khobar, Saudi Arabia
Job highlights
Posted on September 4, 2018Job details
The Secretary & Administration Officer ensures the smooth running of the office. The post requires a multi-skilled person with strong administrative and operational skills and with excellent computer skills. Duties include but are not limited to:
• Provide high-level administrative support in our KSA Office, by assisting in daily office needs and managing our company's general administrative activities, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
• Management of office equipment. Handling external or internal communication or management systems.
• Managing clerical or other administrative staff.
• Answer telephone and give information to callers, take messages or transfer calls to appropriate individuals
• Greet visitors, handle their inquiries and direct them to the appropriate persons according to their needs
• Arrange conferences, meetings and travel and/or accommodation reservations for office personnel and/or guests
• Complete forms in accordance with company procedures
• Compose, type and distribute meeting notes and routine correspondence
• Receive or send out courier/documents
• Check & ensure employees' adherence to the company's filing policy and procedure
• Conduct searches to find needed information, using such sources as the internet
• Generate appropriate orders of office supplies according to inventory level, anticipates the needed supplies and verifies the receipt of supplies
• Operate office equipment such as fax machines, copiers and phone systems and use computers for spreadsheet, word processing, database management, and other applications
• Maintains the Leave Management system
• Liaise with GLO to ensure personnel files are complete and up-to-date
• Maintain and update the HR Policy and Procedures
• Assist Head of Departments with staff recruitment as needed
• Communicate with candidates regarding interviews and general enquiries regarding the post
• Provide training administration including booking venues, liaising with course providers and attendees and maintaining training records
• Disburse, replenish and reconcile petty cash following the company policy and procedures
• Policies and Procedures - Follow all relevant policies, processes and procedures so that work is carried out in an efficient and consistent manner.
• Safety, Quality & Environment - Comply with all relevant safety, security, quality, health and environmental procedures to ensure a healthy and safe work environment. Report any hazard/risk observed to the QHSE Manager.
Education and/or Work Experience Requirements:
• Excellent oral and written communication skills
• Detail oriented and works with a high degree of accuracy
• Highly organized and flexible
• Strong administration skills
• Highly proficient computer and internet skills
• College graduate, preferably Bachelor's degree
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