Title:  Senior Administrator

Job Summary

The Senior Administrator provides comprehensive office and administrative support by delivering excellent customer service, handling information requests, and completing assigned clerical and administrative functions. The role prepares correspondence, arranges conference calls, schedules meetings, maintains the direct supervisor’s calendar, and manages documents, visitors, calls, mail, couriers, reports, memos, and presentations. The role ensures that administrative information is handled professionally, accurately, confidentially, and in line with the quality management system while supporting HSE initiatives and organizational requirements.

Job Responsibilities 1

Professional Visitor Service

•  Remain professional and approachable while providing excellent customer service to all visitors.

•  Act as a representative of the organization and contribute to strengthening its internal and external brand image.

Calendar and Meeting Coordination

•  Maintain the direct supervisor’s schedule and organize appointments, conference calls, and meetings.

•  Provide daily advice and reminders and ensure that critical meetings are not missed.

Guest Admission and Visitor Records

•  Check the admission of guests who arrive without appointments before allowing access to the direct supervisor.

•  Maintain an accurate daily log of visitors and appointments for easy reference and follow-up.

Confidential Correspondence Management

•  Distribute, record, and file correspondence, calls, and queries confidentially and accurately.

•  Maintain efficient traceability of all documents handled within the direct supervisor’s office.

Departmental Document Distribution

•  Distribute departmental documents to the concerned personnel in a timely manner each day.

•  Record all distributed documents and monitor actions taken on correspondence that requires a reply.

Signature File and Priority Matters

•  Screen documents intended for the direct supervisor and organize them properly in the signature file each day.

•  Advise the direct supervisor promptly about documents or matters that require immediate attention.

Call Screening and Communication Support

•  Screen incoming calls and forward approved calls to the direct supervisor each day.

•  Handle information requests and communication professionally to support effective office administration.

Document Movement and Quality Compliance

•  Monitor all documents entering or leaving the department to maintain proper control of document movement.

•  Ensure that document handling remains compliant with the quality management system at all times.

Mail, Courier, and Package Coordination

•  Ensure that incoming mail is properly disseminated to the appropriate personnel within the department each day.

•  Coordinate the timely receipt and delivery of couriers and packages to the relevant recipients.

Reports, Presentations, and HSE Support

•  Collate data and prepare professional reports, memos, and presentations when requested by the supervisor within the established time frame and with minimal errors.

•  Support HSE initiatives, participate in safety-awareness activities, and contribute to incident reporting and resolution in line with company and IMS policies.

Job Responsibilities 2

Additional Responsibilities 3

Job Knowledge & Skills

Office Administration:

•  Demonstrates sound knowledge of office administration to coordinate schedules, visitors, calls, correspondence, mail, and routine administrative requirements.

Delegation of Authority and Responsibility:

•  Applies knowledge and experience in delegation of authority and responsibility when coordinating work and following up on assigned administrative actions.

Information Gathering and Monitoring:

•  Uses information-gathering and monitoring skills to collate data, track documents, monitor correspondence, and identify matters requiring immediate attention.

English and Office Applications:

•  Demonstrates excellent oral and written English and high proficiency in computer office applications and programs, including Microsoft Excel and Microsoft Word.

ERP and SAP Functional Knowledge:

•  Applies ERP knowledge, preferably SAP functional skills, as required to support successful performance in the role.

Job Experience

Minimum Working Experience:

•  Requires a minimum of 5 years of overall working experience to support effective performance of the assigned office and administrative responsibilities.

Relevant Working Experience:

•  Requires 3 years of relevant working experience involving office administration, scheduling, correspondence, document control, communication, reporting, or direct supervisor support.

GCC Experience:

•  Two years of GCC experience is considered an advantage for the role.

Competencies

Education