Job Code: 120/001/300
Industry: Water SolutionsJob Responsibilities:

• Provide administrative support to the management team and other departments as needed.
• Coordinate activities throughout the company to ensure efficiency and maintain compliance with company policy.
• Manage office operations, including maintaining office supplies, equipment, and facilities.
• Coordinate meetings, appointments, and travel arrangements for staff members.
• Prepare and distribute correspondence, memos, and reports.
• Assist with the organization and execution of company events and functions.
• Manage agendas, travel plans, and appointments for upper management.
• Manage emails, letters, packages, phone calls, and other forms of correspondence.
• Support bookkeeping and budgeting procedures for the company.
• Create and update databases and records for financial information, personnel, and other data.
• Track and replace office supplies as necessary to avoid interruptions in standard front office procedures.
• Make purchases for the office like supplies, furniture, and other necessary equipment.
• Follow building maintenance protocols (AC, painting, cleaning, etc.).
• Follow up on third-party services (phone, internet, IT, insurance, cleaning, etc.).
• Manage office car services (service, washing, petrol, tolls, licensing).
• Review and follow up on government and JAFZA requirements with concerned parties, including: PO box, Civil defense, Work permits and visas, T&E audits.
• Issuing JAFZA passes.
• Submit reports and prepare proposals as needed.
• Assist colleagues whenever there is an opportunity to do so.
• Perform secretarial work for the Director/GM, including booking travel and managing their diary.
• Handle HR-related tasks such as announcements, issuing salary certificates, and addressing local staff grievances.
• Support in organizing events, meetings, and arrange for global team visits.
• Manage the meeting room schedule.
• Perform basic bookkeeping tasks, like tracking invoices, managing accounts receivable, and tracking the office\'s overall budget.
• Uphold company policies and procedures, ensuring compliance at all times.
• Perform other duties as assigned by management.

Job Requirements:

• 6 - 10 years of experience in a similar position.
• Bachelor\'s degree in business administration or a related field preferred.
• Proven experience in an administrative role, preferably in a corporate environment.
• Excellent organizational and time management skills, with the ability to prioritize tasks.
• Strong communication skills, both verbal and written.
• Proficiency in Microsoft Office suite (Word, Excel, Outlook, PowerPoint).
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility and adaptability to changing priorities and deadlines.
• Knowledge of basic accounting principles is a plus.
• Fluency in English is required, and proficiency in Arabic is a plus.
• Experience with JAFZA processes is preferred.

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