Every employee at Al Rostamani Group plays a role in making a real difference to the business and our customers. We care for our employees by offering them meaningful and purposeful work and an opportunity to grow, learn, contribute and succeed. Today, the Al Rostamani Group has come a long way since its birth in 1957. Our group has grown steadfastly with the guiding principles of Commitment, Care & Vision, alongside a strong sense of active involvement in the community. We are a well-diversified group, with a key presence in industries such as General Trading, Automobiles and Heavy Equipment, Travel, Foreign Exchange, Financial Services, Property Management, Construction, Infrastructure Development and Information Technology Services. Our Group employs approximately 2000 people from 41 different nationalities, which contributes to our multicultural and multi-national environment.Central Trading Company is the first company under the Al Rostamani Group. It is one of the most valuable players in the automotive aftermarket representing a portfolio of 25 world renowned brands such as Michelin, Castrol and Blue Star.Job PurposeImplementing plans and instructions, organizing and managing the affairs of the Administration Office, and assisting the General Manager in routine work.Job Responsibilities

• Manage General Manager's calendar schedule with an objective to arrange for meetings, conferences, teleconferences, and travel to enable the GM to function effectively..
• Prepare minutes of meetings for the General Manager and to circulate to all the participants as well as develop a mechanism to track the activities as per the agreed timeline to provide update to the GM.
• Draft/compose/route correspondences and memos on behalf of the General Manager and follow up with respective recipients for effective implementation...
• Ensure timely filing important correspondence in a systematic manner in order to retrieve the same quickly as and when it is required
• Support, coordinate with other department to obtain the periodic reports on a periodic and timely manner to provide the required update to the GM or to circulate to the relevant departments as required by GM or the business.
• Check correspondence, minutes and reports, and following up on their implementation.
• Check frequently the levels of office supplies and place appropriate orders to ensure availability at all times
• Update leave planner for all the direct reporteess of the GM and ensure that there are no overlap which impact the routine work or the business needs.
• Implement the instructions and directives issued by GM related to managing the office and its affairs
• Manage responses to correspondence containing routine inquiries
• Coordinate with internal and external parties regarding the reports and documents required by GM and follow up on the implementation of joint work requirements
• Monitor and define the appropriate action for all incoming correspondence, calls and visitors;
• Liaise and maintain channels of communication between GM's office and all other external and external parties
• Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Manage and control the activities reception by not allowing unmanned situation
• Supervise the work of reception staff. Mentor and coach in order to improve their customer service skills

Job RequirementsQualifications:

• Higher Secondary, diploma
• Any secretarial certification would be added advantage

Experience:

• 5 years of experience in the same field

Knowledge & Skills:
Clerical:- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology
English Language - Knowledge of the English language including the meaning and spelling of words, rules of composition, and grammar, etc.
Customer and Personal Service:- Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Time Management:- Managing one's own time and the time of others.
Active Listening:- Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times
Service Orientation:- Actively looking for ways to help people
Writing:- Communicating effectively in writing as appropriate for the needs of the audience
Computer Skills:- Proficient in MS Office (word, excel, PowerPoint), outlook, etc.At Al Rostamani Group, we seek talented people who work hard to achieve great things. We consider not only your skills and experience, but also your passion for the role, your desire to learn and how well you align with our core values of care, commitment and vision. If this position represents an opportunity you wish to pursue, we invite you to apply.

Al Rostamani Group