Administrative Officer

Roles and responsibilities

An Administrative Officer plays a crucial role in ensuring the smooth operation of an office or department by managing administrative tasks, supporting staff, and ensuring efficient organizational processes. Below are the key skills required for an Administrative Officer role:

1. Organizational Skills
   • Task Management: Coordinating various office functions such as scheduling, correspondence, and project management.
   • Record Keeping: Maintaining accurate, organized records for files, documents, and communications.
   • Time Management: Prioritizing multiple tasks and managing deadlines to ensure efficient office operation.
2. Communication Skills
   • Verbal Communication: Interacting with staff, clients, and other stakeholders clearly and professionally.
   • Written Communication: Writing clear, concise, and grammatically correct emails, reports, and memos.
   • Interpersonal Skills: Building strong working relationships and maintaining a positive, collaborative environment.
3. Problem-Solving and Decision-Making
   • Troubleshooting: Identifying and resolving office-related issues, such as scheduling conflicts or equipment malfunctions.
   • Decision-Making: Making timely decisions based on available information to keep office operations running smoothly.
4. Attention to Detail
   • Accuracy: Ensuring all tasks, from document preparation to data entry, are completed accurately.
   • Consistency: Maintaining consistent records, communication, and processes to ensure reliability.
5. Technical Skills
   • Office Software Proficiency: Using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or Google Workspace (Docs, Sheets, Gmail) effectively.
   • Database Management: Managing and organizing databases or filing systems for quick retrieval of information.
   • Basic IT Troubleshooting: Ability to resolve minor tech issues (e.g., printer malfunctions or software glitches).
6. Confidentiality and Discretion
   • Handling Sensitive Information: Dealing with confidential matters, such as employee records, budgets, or contracts, with professionalism.
   • Trustworthiness: Maintaining confidentiality and integrity in all aspects of the role.
7. Time and Resource Management
   • Multi-Tasking: Juggling various tasks, from handling phone calls to scheduling meetings, without losing focus.
   • Resource Allocation: Managing office supplies, ensuring that the workplace is well-equipped and well-organized.
   • Scheduling: Coordinating meetings, events, and appointments for managers or executives.
8. Leadership and Team Management
   • Supervision: Overseeing junior administrative staff or teams, assigning tasks, and ensuring timely completion of duties.
   • Collaboration: Working closely with various departments or teams to ensure smooth workflow and project completion.

Desired candidate profile

Core Responsibilities:

• Work closely with cross-functional teams on portfolio management including budgeting and asset management plans.
• Assist and coordinate in the preparation of monthly, quarterly and annual reports for tracking the Renewal and Re-imaging of stores.
• Drive and execute the seamless transition from manual to web-based “Lease Data Management System.”
• Ensure accurate administration and record keeping of all Tenancies and Leases.
• Support in Leasing activities, e.g. the raising of Bank Guarantee, Deposit Payments, Business Case information.

Job Requirements:

• A minimum of 0-1 years of relevant experience.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Good team player with strong communication and interpersonal skills, able to work with stakeholders across various business units, countries, and cultures.
• Resourceful, with strong initiative and ability to work independently in a fast-paced environment.
• Written and spoken English is essential.

Only candidates who can provide us with UAE National Family Book (Khulasat AlQuaid) will be considered for this role.