Admin Assistant | ENOC Tasjeel LLC
Name of the Post: Admin Assistant
Job Description
To contribute to the day to day smooth functioning of the department through the performance of various tasks including, but not restricted to handling departmental communication, office management and making necessary travel arrangements.
Job Responsibilities:
Office Management:
- Schedules meetings and reminds manager/department staff of the same
- Coordinates conferences/events/activities
- Organizes and maintains departmental files and other records .
- Requests and receives office equipment/stationary
- Receives department visitors
- Enters employee leave requests after ensuring that the proper approvals are in place and confirms that employees resume duty as per the approved leave
- Monitors staff attendance and informs the manager of late arrivals/early departures.
- Updates staff expense claims in HRMS.
- Follow ups with site managers and ensure that they have investigated and replied to Customer Complaints that is sent through Customer Care Dept.
EHS
- Coordinates and arranges for all EHS related training for new and existing staff.
- Prepares EHS KPI Monthly report.
- Coordinate and arrange IMS training.
- Coordinate and arrange with HO clinic Health Evaluation for the staff
Communication:
- Receives telephone calls and records and relays messages
- Receives/prepares/disburses departmental communication e.g. letters, memos, faxes, etc ...
- Coordinates/follows up with other departments for purposes of information gathering
- Prepares fairly complex reports/documentation (often technical in nature) as requested by the manager
- Prepares presentations to internal/external parties
- Prepares meeting agendas and takes the minutes of the meetings
Travel
- Handles necessary travel arrangement through coordination with government relations and travel agents
General
- Performs similar or related tasks as requested by the manager
- Records departmental budget expenditure
- Raises Purchase Requisitions in Oracle System, following up on Purchase Order creation, processing of invoices.
Minimum Requirements (Education, Experience and Skills)
- Secondary Education (12 grades)
- 3 years experience in a similar capacity
- Sound knowledge of Microsoft Office (Word, Excel and Power Point)
- Good written and spoken English/Arabic
- Good interpersonal skills