+91-8296293757Part 3. Job ContentRole Objective:?Provide personal administrative support through conducting and organizing administrative duties and activities including receiving and handling information and enquiries.?Responsible for providing administrative and secretarial support to the Director of Operations.?Keeps accurate and detailed records of all departmental activities including Company Files,?Prepare memos, letters and general correspondence.?Prepares and maintains records as necessary?Orders routine office supplies, receives and checks all incoming supplies and returns items that are incorrect?Assists and is responsible for collating monthly times sheets and ensuring control of overtime (to an exceptional level / minimum)?Attends and minutes departmental meetings.?Maintains and updates Company policies and procedures on an ongoing basis?Participates in any necessary developmental training as required by the organization?Performs other duties and responsibilities as required by the Company in a professional and pleasant mannerDetailed Roles and Responsibilities:Know-How (for all levels)?Call handling.?Document and filing management.?Purchase requisitions.?Liaison and cooperation for arrangements, bookings and meetings.Problem Solving (if any)?Low degree of complexity and frequency.?Regulate decisions on distribution of incoming mail.?Decide on composition of letters and memos.?Decide on filing processes and approaches.?Decide on proper time management and on arranging diaries of superiors.?Low degree of freedom to take decisions with normally with limited impact on the company and its reputation ? cannot delegate.Accountability?Low degree of freedom to take decisions with normally with limited impact on the company and its reputation ? cannot delegate.General?Prepare and manage correspondence, reports and documents.?Organize and coordinate meetings, conferences, travel arrangements.?Take type and distribute minutes of meetings.?Implement and maintain office systems.?Maintain schedules and calendars.?Arrange and confirm appointments.?Organize internal and external events.?Handle incoming mail and other material.?Set up and maintain filing systems, including Work Orders, as per ISO standard.?Set up work procedures, as per ISO standard, in conjunction with Manager Administration & QA.?Collate (logically arrange) information.?Maintain Company databases.?Communicate verbally and in writing to answer inquiries and provide information liaison with internal and external contacts.?Coordinate the flow of information both internally and externally.?Manage receptionist duties.?Assist administrative assistants whenever required.Part 4. Key Interactions (what are the main positions and entities that are interacted with)Internal:External:?Company Management?Company Staff?Company Departments?Suppliers & Contractors?ClientsPart 5. Job RequirementEducational Qualifications?High School Diploma.Experience?At least 2 years? experience within administration role. Behavioral Competencies (similar for some job levels)Technical Competencies (similar for same job families)?Excellent Verbal and written communication skills.?Attention to detail.?Confidentiality.?Planning and organizing.?Time management.?Customer-service orientation. ?Knowledge and experience MS Office Suites?Knowledge of administrative and clerical procedures. ?Knowledge of basic business principles.?Proficient in spelling, punctuation, grammar and other English language skills.?Required typing speed of 30 wpm.?Knowledge of Oracle IT, and HR systems.Part 6. ApprovalsSignatureDivision/Department HeadLine ManagerJob HolderRefDateRefDateDateInstructions for Filling the Form1This form should be completed and signed with effective from the date the incumbent?s commencement of the position.2Job title and reporting line should be as per approved organization chart.3Ref. refers to the Initials of the approver?s job title 4Original Document: Employee File / Copy: C&B /Recruitment/Manpower Planning. Company Profile Shabdi Jobs Services Coming From The Stable Of Shabdi & Zardi Trading & Contracting Co. W.L.L., A Well-Known Conglomerate Of Trading Of Stationery Products, Civil Construction & General Cleaning Services In Qatar, It Possesses The Same Client Centric Professionalism And Corporate Culture As Its Parent Company.
Keyskills :
SecretaryMaintainingeffectiverecordsandadministrationArrangingmeeting
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