Office Administrator
Ruwais Fertilizer Industries (FERTIL)
Total years of experience :15 years, 6 Months
Role: Administration & Secretarial
Duties and responsibilities
* Greeting guests who are visiting the office and direct them to the appropriate staff member.
* Maintaining calendars and meetings schedule.
* Liaising with other departments to follow up tasks.
* Arranging outgoing correspondence, memorandum and letters.
* Receives incoming mails, correspondence and distribute them.
* Answering the incoming calls and direct them.
* Prepare stationary and office equipment requisitions.
* Maintain a physical and electronic filing system and keep it updated.
Role: Administration & Secretarial
Duties and responsibilities
* Perform a wide range of secretarial duties, as relevant to the job scope, and maintain accurate
and detailed records, databases, and files.
* Keep up to date on regulations and procedures, and notify relevant school administrators of any
changes.
* Performing eSIS required student records, .
* Handling Teachers and staff applications.
* Ensure the school policies, procedures, and codes of conduct are followed at all times.
* Attend staff meetings and serve on committees as required.
* Perform other duties as requested by direct line managers / supervisors.
Role: Administration & Secretarial
Duties and responsibilities
* Handling students’ admissions and registration.
* Providing secretarial and administrative duties related to enrollment and any other duty assigned as needed.
* Performing tasks assigned by management as required.
* Greeting prospective parents, giving information about the school and guiding them through admission
process.
* Handling incoming calls, and responding to parents’ emails related to admissions or providing information
requests.
* Calling parents for assessment and providing feedback of applications.
* Reporting status of available places in the school by preparing statistic reports
* Enrolling students, and helping to put them in the right classes and making sure of complying with right
procedures.
* Making sure of the admissions process and to have the right documentation, which is compatible with
registration requirements.
* Performing students’ enrollment, withdraws, and transfer process on eSIS system.
* Maintaining accurate database for new accepted and current students and generating reports and statistics
to other departments (Finance, Management…) as required.
* Doing (English/ Arabic) correspondence
* Handling electronic and physical filing system of documents.
* Doing documents translation as required.
Role: Administration & Secretarial
Duties and responsibilities
* Greeting guests and people who are visiting the office, direct them to the appropriate staff
member.
* Receive, direct and relay telephone, fax and mail messages, and sending the office mail by
courier.
* Arranging Board Meetings ( related documents, taking and distributing minutes of meeting…),
scheduling other meetings and appointments, and doing calendars arranging & maintenance.
* Preparing English /Arabic correspondences (letters, faxes, memos) and handling office petty cash.
* Replying the Director routine correspondence and managing the Director electronic diary.
* Arranging executive staff travel issues (reserving tickets, accommodation and car) as required.
* Arranging electronic / physical filing system of office documents and maintaining records.
* Placing orders and organizing stationary and office supplies
* Providing administrative liaison with other departments to follow required tasks, office and staff
issues.
* Arranging the Director personal issues, travel arrangements and hotel booking.
* Managing and reviewing director documents filing.
* Booking the Director meetings, preparing related documents and making sure of all meeting
arrangements.
* Arranging and managing events as required.
Role: Administration & Secretarial
Duties and responsibilities
* Compose and prepare correspondence (Arabic /English), reports, presentations, and maintain
appropriate files.
* Conduct daily administrative activities in the office. Supervise activities of the office staff (filing,
telephone answering, and preparation of documents, record retention, faxing, and mail
distribution).
* Maintain and update calendars, organize appointments, coordinate with other departments to
achieve efficient office flow and employee productivity.
* Doing search for new customers, arranging lists and calling them for new sales accounts opening.
* Respond to internal and external inquiries on various aspects up to a certain level set by the
company.
* Contact clients to provide support such as obtaining information, preparing required quotations,
receiving purchase orders.
* Assure all contracts are documented and delivered properly and doing customer service on the
best level, follow up on client inquiries and complaints.
Role: Secretarial
Duties and responsibilities
* Receive incoming memos, submissions, and reports and distribute them.
* Prepare reports, letters and other documents, open, sort, and distribute incoming correspondence,
including faxes and email.
* Prepare responses to correspondence containing routine inquiries and preparing travel
arrangements.
* Filing documents, records, and reports - arrange & coordinate events & exhibitions.
* Perform general office duties such as ordering supplies, maintaining records.
* Arrange and attend meetings in order to record minutes of meeting and distribute them
Role: Secretarial
Duties and responsibilities
* Review memos, submissions, and reports in order to distribute them.
* Prepare, reports, memos, letters and other document, open, sort, and distribute incoming
correspondence, including faxes and email.
* Prepare responses to correspondence containing routine inquiries.
* Doing travel arrangements.
* Filing documents and performing general office duties such as ordering supplies, maintaining
records.
* Arrange and attend meetings, taking minutes of meeting and distribute them.
Role: Secretarial
Duties and responsibilities
* Organize and coordinate meetings, arrange and confirm appointments.
* Perform travel arrangements.
* Schedule, type and distribute minutes of meetings.
* Maintain schedules and calendars.
* Handle incoming & outgoing correspondences and calls.
* Set up and maintain filing systems & maintain databases.
* Communicate verbally and in writing to answer inquiries and provide information.
* Prepare invoices, delivery notes, inventory release and customer accounts records.
* Maintains accounts files, documents, reports and records.
* Enter purchasing & selling transactions data into the system.
* Researching, tracking, and resolving (or properly referring) accounting or documentation problems.
* Maintains contact with other departments to finish work tasks.
* Audit daily sales reports submitted by Sales Department.
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