1. JOB DETAILS:
Position Title: Specialist, Administrator
Broad Band: M9S - professional
2. OVERALL, JOB PURPOSE:
A Specialist Administrator is responsible for providing administrative support and managing various tasks and processes within an organization. This role involves coordinating office activities, maintaining records, and assisting with day-to-day operations to ensure efficient and effective functioning of the administrative functions.
3. QUALIFICATIONS, EXPERIENCE & SKILLS:
High school diploma or equivalent; associate's or bachelor's degree in business administration or related field preferred.
Minimum of 2-3 years of experience in administrative support roles, preferably in a corporate or office environment.
Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook, and familiarity with office equipment and software applications.
Strong organizational skills and attention to detail, with the ability to prioritize tasks, manage time effectively, and meet deadlines in a fast-paced environment.
Excellent communication and interpersonal skills, with the ability to interact professionally with colleagues, clients, and external contacts.
Discretion and confidentiality in handling sensitive information and maintaining confidentiality of records and documents.
4.Experience:
2- 3Years relevant experience
5. KEY ACCOUNTABILITIES:
Focus Area
Provide administrative support to management and staff, including scheduling appointments, arranging meetings, and managing calendars to facilitate smooth operations.
Coordinate office activities, such as handling correspondence, answering phone calls, and responding to inquiries, to ensure timely and accurate communication.
Maintain office supplies and equipment, including ordering supplies, monitoring inventory levels, and arranging repairs or replacements as needed to support office functionality.
Assist in the preparation of documents, presentations, and reports, including formatting, editing, and proofreading materials to ensure accuracy and professionalism.
Organize and maintain paper and electronic files, records, and databases, including confidential information, in a systematic and accessible manner for easy retrieval and reference.
Assist with travel arrangements, including booking flights, hotels, and transportation, and processing travel expense reports for reimbursement, to support staff travel needs.
Coordinate logistics for meetings, conferences, and events, including venue selection, catering arrangements, and attendee management, to ensure successful event execution.
Assist with onboarding new employees, including preparing paperwork, coordinating orientation sessions, and providing administrative support to facilitate smooth integration into the organization.
Process and track invoices, expenses, and purchase orders, and reconcile financial transactions with accounting records to ensure accuracy and compliance with budgetary guidelines.
Provide general administrative support as needed, including photocopying, scanning, faxing, and filing documents, and performing other clerical tasks to support the efficient functioning of the office
Safety
• Safety advocate - anywhere and everywhere.
• Advanced awareness and understanding of HSE rules and procedures.
• Concern for own wellbeing and that of others.
• Ability to proactively identifying safety hazards and act accordingly.
* Awareness of specific HSE regulatory and statutory compliance requirements.
* Embrace Ma'aden Safety Culture Transformation Program.