Administrator

Job Summary

The Administrator plans, develops, coordinates, and directs activities across several functional areas of administrative services to support the efficient operation of the department. The role supervises day-to-day departmental operations and staff members while providing clerical and administrative assistance to executive staff, business leaders, and other senior members. It coordinates office supplies, equipment, calls, events, meetings, teleconferences, leadership reports, correspondence, presentations, orientations, and training materials. The position also maintains approved policies, procedures, and self-audit documentation and supports HSE initiatives in accordance with company and Integrated Management System requirements.

Job Responsibilities 1

Department Operations and Staff Supervision

• Supervise daily departmental operations and coordinate staff activities by assigning clerical work, clarifying priorities, and providing practical guidance that supports an efficient and organized administrative workflow.

• Monitor the progress and quality of assigned work, resolve routine operational issues, and follow up with staff members to ensure that agreed tasks are completed accurately and within the required timeframe.

Telephone and Information Handling

• Answer incoming telephone calls professionally, identify the nature of each enquiry, and provide accurate information when the requested details are available and appropriate to share.

• Redirect calls to the relevant person or department without unnecessary delay, record messages clearly, and ensure that urgent or sensitive enquiries receive timely follow-up.

Office Supplies and Equipment

• Monitor office supplies and equipment to confirm that essential items remain available, functional, and suitable for normal departmental requirements.

• Arrange timely replenishment of stationery and other supplies, coordinate equipment maintenance when required, and maintain appropriate records to support cost-conscious office operations.

Office Event Coordination

• Plan and schedule meetings, conferences, interviews, orientations, training sessions, and other office events by confirming dates, participants, venues, and required resources.

• Coordinate invitations, agendas, materials, equipment, and other administrative arrangements so that each event is delivered smoothly and participants receive the necessary information in advance.

Executive and Leadership Support

• Provide reliable administrative support to executive staff, business leaders, and senior members by organizing requests, preparing information, and coordinating priority activities.

• Maintain professional communication and timely follow-up on assigned actions so that leadership requirements are completed accurately and relevant stakeholders remain informed.

Meetings, Teleconferences, and Minutes

• Prepare and coordinate meetings and teleconferences by confirming attendance, arranging facilities or links, and compiling agendas and supporting materials.

• Record, transcribe, and distribute accurate minutes and action items, ensuring that decisions, responsibilities, and follow-up deadlines are clearly documented for participants.

Leadership Reports and Business Updates

• Review and compile accurate content for weekly leadership reports, monthly leadership updates, and other required business information within the established timelines.

• Check submissions for completeness and consistency before dissemination, and follow up with information owners when clarification or supporting details are required.

Job Responsibilities 2

Annual Leadership Meeting Preparation

• Support the Executive Team and Leadership in planning annual leadership, supporter, membership, strategic-planning, and related business meetings.

• Coordinate schedules, participant information, agendas, presentations, venue requirements, and follow-up records to ensure that preparations are complete and aligned with meeting objectives.

Documents, Orientation, and Administrative Records

• Prepare and edit correspondence, communications, presentations, and other documents while maintaining clear language, accurate information, and professional formatting.

• Support new-staff orientation and training materials and maintain policy manuals, procedure manuals, and self-audit records in line with approved changes and leadership requirements.

HSE and IMS Support

• Support the implementation of health, safety, and environmental initiatives by participating in safety-awareness activities and promoting compliance with approved HSE requirements during administrative work.

• Contribute to the reporting, documentation, follow-up, and resolution of incidents and corrective actions in accordance with company requirements and Integrated Management System policies.

Additional Responsibilities 3

Job Knowledge & Skills

• Office Management Systems and Procedures: Demonstrates practical knowledge of office management systems and procedures required to coordinate administrative services and maintain efficient departmental operations.

• English Communication: Communicates clearly and professionally in oral and written English when handling calls, preparing documents, supporting meetings, and coordinating with staff and leadership.

• Computer Applications and ERP Systems: Uses Microsoft Office applications, including Microsoft Excel and Microsoft Word, with high proficiency and demonstrates ERP knowledge, with SAP functional skills preferred.

• Time Management and Prioritization: Manages time effectively, handles multiple activities, prioritizes competing work, and completes administrative requirements within established deadlines.

• Organization, Planning, and Problem Solving: Applies strong organizational, planning, problem-solving, and communication skills together with close attention to detail when coordinating administrative activities and preparing information.

Job Experience

• Overall Working Experience: A minimum of 5 years of overall working experience  is required, providing exposure to administrative services, office operations, clerical support, documentation, coordination, and organizational activities.

• Relevant Functional Experience: At least 3 years of relevant working experience is required in administration or a related support function, including experience in coordinating meetings, reports, records, office requirements, and support for staff or leadership.

• GCC Experience: A minimum of 2 years of GCC working experience is considered an advantage.

Competencies

Education