Office Coordinator/Admin Assistant - Career Hunters

Job Role: To be responsible for organizing and coordinating the activities of the department, provide administrative and secretarial support where required and serve as a custodian for all documentation handled in the department


Job Description:

· Organizes department files and records and ensures the proper documentation of all business related agreements and documents, electronically and in hard copies.

· Monitors and compiles daily Arabic and English media to be circulated to all colleagues and prepares press release coverage reports.

· Keeps track of and updates the reference sheet to ensure proper documentation and organization of procedural paperwork.

· Prepares and follows up with Payment Application Forms (Project & Corporate) to ensure that all payments are processed in a timely manner and keeps a record of all payments as part of the budgets.

· Drafts business cards and ID cards for colleagues as requested by each department’s coordinator.

· Orders, distributes and keeps track of all company stationery and giveaways.

· Supports the department in business activities and projects, gathers information, coordinates with cross functional teams, and files contracts electronically and in hard copies and follows-up on behalf of staff.

· Maintains a contact list of all colleagues to effectively manage colleague communication.

· Maintains contact list of all media and contacts/follows up with them for media invites to press conferences or corporate events.

· Coordinates with the Finance, Procurement and HR department on policies and procedures to confirm eligibility and ensures compliance with organization practices.

· Receives all visitors and informs the required colleague with the department of the visitor’s arrival.

· Handles couriers, letters and faxes and ensures tracking of documents and follows-up in case of delay or non-delivery.

· Manages the scheduling and coordination of departmental meetings and group activities.

· Makes the travel arrangement for colleagues in the department, maintains the leave database, and advises the colleagues on policies and other administrative assistance.

· Assist in preparing documents for Department Head in a timely and accurate manner.

· Acts as backup in case of absence or unavailability for Executive Coordinators as and when requested.

· Performs other responsibilities and tasks as required or as directed by department head from time to time.

Job Details

Preferred Candidate

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