Role Overview:
The Administrative Executive plays a key role in ensuring the smooth and efficient day-to-day operations of the office by overseeing front office management, administrative coordination, and facility support. As the first point of contact for visitors and internal stakeholders, this role requires a highly professional, organized, and service-oriented individual who can manage multiple responsibilities while maintaining a high standard of operational excellence.
Key Responsibilities:
Front Office & Communication:
- Manage incoming calls, screen and direct them appropriately, and handle inquiries in a professional manner.
- Welcome and assist visitors, ensuring a positive and professional first impression.
- Act as a central point of contact for internal and external communication.
Administrative & Office Management:
- Maintain and update records related to couriers, attendance, and internal logs.
- Handle incoming and outgoing mail, courier services, and document distribution.
- Maintain updated internal directories (extensions, emails, contacts).
- Coordinate meeting room bookings and support internal and external meetings.
Facility & Office Coordination:
- Ensure the reception, office areas, and meeting rooms are clean, organized, and presentable.
- Oversee parking coordination and ensure proper space allocation.
- Support overall facility management to ensure smooth office operations.
HR & Attendance Support:
- Assist in preparing daily and monthly attendance reports.
- Track employees leave (annual, sick, etc.) and maintain accurate records.
- Reconcile biometric attendance data with departmental rosters.
Employee Engagement & Support:
- Assist in organizing company events, celebrations, and engagement initiatives.
- Coordinate employee recognition activities (birthdays, special occasions, etc.).
- Manage employee ID card issuance and maintain related records.
General Support:
- Prepare visitor gate passes and maintain visitor logs in line with security requirements.
- Support executives and departments with administrative tasks as needed.
- Handle ad-hoc duties assigned by management.
Required Qualifications:
- Minimum 2–3 years of experience in administration, office management, or a similar role.
- Fluency in both Arabic and English (spoken and written) is mandatory.
- Strong customer service orientation with a professional demeanor.
- Excellent verbal and written communication skills.
- Proficiency in Microsoft Office (Word, Excel, Outlook).
- Strong organizational and multitasking abilities.
- High attention to detail and ability to work in a fast-paced environment.
Key Competencies
- Communication: Clear, professional interaction with all stakeholders.
- Customer Service: Positive and responsive approach to visitors and employees.
- Organizational Skills: Strong ability to manage multiple priorities efficiently.
- Problem Solving: Ability to handle issues proactively and effectively.
- Time Management: Efficient prioritization and execution of tasks.
- Team Collaboration: Works closely with HR, Admin, and other departments.
- Confidentiality: Maintains discretion when handling sensitive information.
- Attention to Detail: Ensures accuracy across records, reports, and coordination tasks.
- Adaptability: Comfortable handling dynamic tasks in a fast-paced environment.
