Office Administrator

Job Description

Role : Office AdministratorLocation : Abu DhabiRole Purpose:Role holder will complete a broad variety of administrative tasks that facilitate Retails Operations ability to effectively lead the team including assisting with special projects, designing and producing complex documents, reports, and presentations.

• Setting up and managing Governance Forums, follow up on actions and take minutes of the meeting, wherever applicable
• Co-ordinate with the Retail operations team to ensure adherence to staff policies and compliance to mandatory leave policy, staff attendance policy, mandatory training completion for 250+ colleagues in Retail Operations (wherever applicable)

The Role holder will be additionally responsible for

• Reviewing the Staff Claims and coordinating with staff to ensure all payments and claims are aligned to ADIB expense policy
• Managing the day-to-day enquiries and communication to the team
• Provide calendar management, follow up on critical meetings and special tasks assigned
• Maintain a log of open actions and follow up for closure to meet the tasks assigned prior to deadline

The is a dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentialityKey Accountabilities of the role

• Provide streamlined calendar management for Head of Retail Operations: Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Act as a liaison and provide support to Retail Operations Leadership team, arrange, and handle all logistics for meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Operations leadership
• Ensure that vendor invoices and expense claims submissions are in accordance to the ADIB policy and are validated by respective requestor ahead of being processed
• Serve as the primary point of contact for internal and external parties on all matters pertaining to the Head of Retail Operations, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect style and ADIB policy
• Oversee the staff leaves & daily attendance/punching while following up with HR & respective team members for regularization of records
• Oversee the mandatory trainings completion for colleagues in the department
• Support with Team Engagement activities and Staff Engagement events and initiatives
• Prepare Org Chart and oversee the JDs/score cards of the team including new joiners.
• Manage all expenses & purchasing material for the department including purchase of canteen, stationery, and other items through Al Madar system.
• Organize department shared folder and keep staff documents, financial information, and projects files secure and in proper order.
• Special assignments given by Head of Retail Operations
• Quarterly update of the department Organization chart

Specialist Skills / Technical Knowledge Required for this role:

• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Strong verbal and written communication skills
• Exceptional organizational skills and impeccable attention to detail
• High degree of professionalism in dealing with diverse groups of people
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround
• Able to maintain a high level of integrity and discretion in handling confidential information
• Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications)

UAE Nationals only considered for this role.

Keyskills :