Office Coordinator

About the Company

ADNOC Distribution is on a journey to change the retail landscape, delivering tangible actions to facilitate progress in providing sustainable mobility solutions for our customers. We are taking bold and transformative steps to grow our domestic and international footprint for our customers. We are customer-centric, offering digitally enabled journeys and providing innovative products and services to drive accelerated and sustainable development for the future of mobility. ADNOC Distribution markets, sells, and distributes transportation fuel to both retail and commercial customers. We also run non-fuel services at our service stations.

About The Job

Provide overall office management support for the VP and coordinate the details associated with all divisional initiatives and projects, to facilitate delivery according to plans, set guidelines and policies, in order to support achievement defined deliverables in line with the quality standards.

Key Accountabilities

Secretarial Support

• Provide executive support and manage line manager’s diary, appointments, telephone calls, visitors and business travel with the required levels of confidentiality in line with the standards required to provide day to day support.
• Handle and organize correspondence, key documents and records relating to the division to ensure all are produced, managed and maintained in line with the required level of confidentiality and standards.

Administration Support

• Coordinate with all related internal and external parties to provide the required logistics and administrative support for the effective execution of all divisional initiatives.
• Provide administrative support to the teams by handling queries, petty cash expenses, completing paperwork and ad hoc requests, managing bookings, ordering supplies to ensure effective operations.
• Record all data and information accurately so that the information contained in records and files is reliable.

Meetings Management

• Plan and schedule for all internal and external meetings and coordinate with all attendees to effectively manage the VP’s time and ensure sustainability of all department operations.
• Attend all meetings to collect, analyse and communicate all meeting minutes with all stakeholders and follow up on assignments to maintain all meetings effectiveness.
• Handle VIP meetings logistics whether held at the company premises or externally in line with defined policies.

Minimum Requirements

• Bachelors/Diploma in Business Administration
• At least 6 years of experience, including at least 3 years in office administration