The Senior Administrator provides comprehensive office and administrative support to ensure efficient daily operations. This role requires delivering excellent customer service, managing information requests, performing clerical and coordination duties, preparing correspondence, scheduling meetings, arranging conference calls, and ensuring all administrative requirements for the department and direct supervisor are fulfilled efficiently and professionally.
Key Responsibilities
Administrative & Office Support
- Maintain a professional and approachable demeanor at all times while providing excellent customer service to internal and external stakeholders.
- Serve as the first point of contact for visitors and represent the organization professionally to support positive organizational branding.
- Manage the direct supervisor's calendar, schedule appointments, and provide daily reminders to ensure critical meetings and commitments are not missed.
- Screen and manage visitor access to the direct supervisor, including handling unscheduled visits appropriately.
- Maintain accurate logs of visitors, appointments, and meetings for reference and record-keeping.
Document & Communication Management
- Receive, distribute, record, and file all correspondence, calls, and inquiries confidentially and accurately to ensure traceability.
- Ensure departmental documents are distributed to the appropriate personnel in a timely manner.
- Screen, organize, and prepare documents for the direct supervisor's review and signature.
- Track distributed correspondence that requires action or response and follow up accordingly.
- Notify the direct supervisor of urgent matters or documents requiring immediate attention.
- Screen incoming calls and forward approved calls to the direct supervisor.
- Monitor all incoming and outgoing documents to ensure compliance with the company's Quality Management System (QMS).
Mail, Courier & Logistics Coordination
- Ensure proper distribution of internal and external mail within the department.
- Coordinate courier services and ensure packages are sent and received on time.
- Maintain records of document and package deliveries for tracking purposes.
Reporting & Data Management
- Collect, compile, and analyze data when required.
- Prepare professional reports, presentations, and memos within established timelines and with minimal errors.
- Maintain organized records and documentation for administrative reference.
Health, Safety & Compliance
- Support the implementation of Health, Safety & Environment (HSE) initiatives.
- Participate in safety awareness programs and activities.
- Report incidents and assist in resolution in accordance with company policies and the Integrated Management System (IMS).
Additional Responsibilities
- Perform other administrative duties and tasks as assigned by the supervisor.
- Support departmental operations and cross-functional coordination when required.
Job Knowledge & Skills
- Strong knowledge of office administration and administrative procedures.
- Understanding of delegation of authority and responsibility frameworks.
- Ability to gather, monitor, and organize information effectively.
- Excellent English communication skills (both written and verbal).
- Advanced proficiency in Microsoft Office applications (Excel, Word, PowerPoint, Outlook).
- Experience with ERP systems, preferably SAP.
Experience Requirements
- Minimum 8+ years of total work experience.
- At least 5 years of relevant administrative experience.
- GCC work experience (minimum 2 years) is considered an advantage.
