Job Description

About the Role:

We are seeking an experienced and organized Administration Manager to oversee all administrative functions within our Asset Management Department. This role is essential for ensuring smooth operations, managing communication with internal teams and external stakeholders, and supporting the efficient delivery of projects in line with company policies.

Key Responsibilities:

• Coordinate administrative tasks across internal teams and external stakeholders to ensure smooth project execution.
• Manage day-to-day clerical duties, such as leave applications, timesheets, and correspondence for department employees.
• Generate monthly and ad-hoc reports on administrative activities for the Executive Director.
• Maintain the Executive Director's calendar and assist with scheduling meetings and appointments.
• Establish and maintain a document control system, handling incoming and outgoing correspondence.
• Ensure confidentiality and security of sensitive records and information.
• Oversee administrative requests and approvals, preparing documentation for finance and other departments.
• Maintain an up-to-date database for project and department activities.
• Assist in communication with stakeholders, including senior leadership and third-party partners.
• Prepare budgets, agendas, and minutes for meetings, ensuring efficient departmental operations.
• Qualifications:

Proven experience in an administrative management role, with strong project coordination skills.




Education/ Qualification
• A Bachelor degree in Business Administration or equivalent Degree qualification.



Work Experience
• Minimum five (5) year's professional experience as a senior administration or executive secretary or in a well-known reputable corporate or real estate, construction/development related company.
• Minimum of two (2) years' experience in the GCC in a senior administrative role.



Knowledge
• Advanced Microsoft Office Skills (Word, Excel, Outlook, and Power Point).
• Knowledge of the project management process an advantage
• Knowledge in Oracle, Microsoft Dynamics and other ERP is a plus.
• Experience in finance is an advantage.
• Excellent verbal and written communication.
• Be well organised, capable of coordinating multiple communication and administrative tasks.



Skills
• Effective Communication skills in English.
• Strong discipline in administrative, organizational and time-management.
• The ability to effectively plan, collaborate, prioritize and time manage.
• Ability to work under pressure.
• Ability to produce presentations and business reports an advantage.
• To be a lateral and forward thinker, actively planning ahead to achieve project deliverables, foresee and mitigate risks.
• Be flexible to changing circumstances without losing sight of objectives.
• Maintain a high level of transparency and integrity.
• Proven ability to maintain discretion, impartiality and confidentiality.

Have the ability to see the 'big picture' in context of client requirements against project scope, time, cost, and quality deliverables.
•
• Excellent organizational, multitasking, and communication skills.
• Proficiency in Microsoft Office and experience with database management.
• Ability to handle sensitive information with discretion.
• Experience with budgeting and financial administration is a plus.