Office Administrator

Job Description

Our client, an international firm based in TECOM, is urgently looking for an Office Administrator who will report directly to the Managing Director whilst supporting the day to day administrative requirements of the business. In this role, you will manage all activities of the Managing Director and ensure proper functioning of the office.Other responsibilitiesyou will have include:

• Manage, organize and coordinate all administrative activities to facilitate the smooth running and function of the Office and to ensure work is being executed efficiently, accurately and in a timely manner.
• Oversee administrative systems are fit for purpose and used effectively by team. Develop and implement new administrative systems, such as record management, incoming and outgoing mail, minutes of the meetings and unified templates throughout the firm.
• Oversee the management and maintenance of the Contact Database, identify and resolve any problems and prepare regular status report to ensure the smooth functioning of the database.
• Proofread all external written communication before onward submittal to the Director for signature.
• Hold daily meetings with staff within the Directors office to manage and monitor workflow, work quality and effective use of time and human resources across the department.
• Ensure effective information and task sharing across the team.
• Ensure coverage for all business-critical tasks are maintained at all time.
• Manage Admin. Executive and Admin. Coordinator on all aspects pertaining to the Directors instructions and their proper and timely implementation.
• Manage & Maintain the Directors diary and schedule and follow-up appointments for and on behalf of the Director.
• Prepare event / meeting running orders for Founder and assist on site with appearances, security checks and designated VIP entry and exit areas.
• Attend to Founder when in Office and outside
• Prepare and update agendas and prepare pre-meeting notes
• Take dictation and circulate Minutes of Meeting along with the Admin. Executive and share them with the appropriate team members.
• Arrange all bookings and travel requirements, in addition to organization of all required arrangements for both internal and overseas visits.
• Develop, maintain and regularly review and update office systems, such as electronic central records and storage.
• Provide regular training to existing and new members of the Founders Office on the proper implementation of existing systems, and consequently, supervise FO staff to ensure strict adherence to such systems and procedures.
• Prepare periodical reports on staff compliance to office procedures and present the same to management.
• Prepare and regularly update Founders Office Procedures Manual and Festival Procedures Manual.
• Coordinate communication between the Founder and VIPS, dignitaries and Royalties and Ruling Family.
• Receive queries and explanations, if any, on behalf of the Founder and co-ordinate with the concerned personnel in the Section to provide necessary clarifications
• Respond promptly and efficiently to telephone calls and manage the emails
• Provide information to callers, direct calls to appropriate staff, and place outgoing calls
• Greet and receive visitors of the Founder and ensure proper attention and hospitality are extended at all times, along with the Admin. Executive.
• Attend meetings, making sure complete pre-meeting notes and preliminary researches are prepared and take minutes of meetings.
• Keep record of all expenses and process general accounting record
• keep all contracts up to date
• Undertake additional duties and responsibilities as required during Festival, as required.

• Must have a diploma or a bachelors degree
• Good command of English language
• Must have at least 7 years of high-level Office Management experience
• Must have worked within a busy environment and able to do multiple responsibilities
• Strong typing speed and adept in using Microsoft application
• Willing to work in TECOM
• Willing to work from 9AM to 6PM for 5 days in a week, but should be flexible to stay outside working hours when needed

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About Company

Black Pearl Technology provides clients with an expert engineering team quipped with diverse skills to meet various challenges across industries. Through Electrical System Testing, we leverage our knowledge to reduce risk. We’re constantly looking for new advancements and technologies to find the smartest and most optimal solutions.