Administration Executive

The Role

The Administration Executive is responsible for managing and coordinating the daily administrative functions of the organization, ensuring efficient office operations, policy compliance, and effective coordination across departments. The role supports HR, procurement, facilities, travel, and vendor management activities while ensuring smooth execution of administrative services across regional offices.

DUTIES & RESPONSIBILITIES
Office Administration & Coordination

• Oversee and coordinate all administrative operations across offices and operational sites.
• Supervise and guide the Administration Assistant and support staff to ensure smooth daily operations.
• Ensure compliance with administrative policies, procedures, and company standards.
• Maintain proper documentation and organized filing systems for contracts, leases, and administrative records.
• Track and manage renewal of licenses, leases, and insurance documents.
• Prepare periodic administrative reports, including expense summaries, asset utilization, fleet performance, and vendor updates.
• Prepare purchase orders, payment requests, and ensure completeness of supporting documentation for approval.

Procurement & Vendor Management

• Manage procurement and stock control of regional printed stationery, uniforms, and office supplies.
• Source vendors for promotional materials, branded items, and general office requirements.
• Review and validate vendor quotations and service-related documents before submitting to the Administration Manager.
• Coordinate renewal of service contracts for office maintenance, facility management, and equipment servicing.
• Evaluate vendor performance, ensure cost-efficiency, and maintain positive relationships with service providers.

Facility & Asset Management

• Manage company asset and fleet operations, including vehicle registration, renewals, maintenance, and fuel card issuance.
• Ensure office premises are clean, safe, and well-maintained in compliance with health and safety standards.
• Coordinate repairs, maintenance, and inspections for office equipment and premises.
• Oversee allocation of desk spaces, workspace readiness, and IT setup for employees.
• Monitor security measures and ensure adherence to HSE policies across locations.

Travel & Logistics Coordination

• Arrange business travel including flight bookings, hotel reservations, and visa processing.
• Liaise with travel agencies, hotels, and logistics service providers for smooth coordination.
• Support HR with travel logistics for onboarding, transfers, and business visits.
• Maintain travel records and ensure cost-effective travel planning aligned with company policy.

Communication & Technology Support

• Monitor and manage telecommunications systems including phone lines, mobile subscriptions, and internet connections.
• Ensure timely processing of bills and accurate reporting of communication expenses.
• Coordinate with IT Department to resolve system-related issues and support connectivity requirements.
• Ensure proper issuance and tracking of IT-related assets (laptops, SIM cards, access cards).

HR & Employee Support

• Coordinate with HR (People & Culture) for employee onboarding logistics — desk setup, ID/access cards, and company SIM allocation.
• Manage medical insurance additions, deletions, and renewals for employees.
• Provide administrative support during employee transfers, relocations, and onboarding activities.
• Organize and support employee engagement events, staff gatherings, and office celebrations.

Health, Safety & Compliance

• Ensure adherence to workplace safety standards, emergency preparedness, and health regulations.
• Coordinate with building management and vendors to maintain safety equipment and housekeeping standards.
• Conduct periodic checks to ensure office security and cleanliness.
• Knowledge in ISO and compliance-related activities, including documentation control, audit preparation, process reviews, and ensuring alignment with organizational policies.

Requirements

• Bachelor’s degree in Commerce, Business Management, or a related field.
• Minimum 4 years of experience in administration, preferably in a regional or multi-site organization.
• Hands-on experience in managing office operations, procurement, and vendor relations.
• Familiarity with facility management, insurance, and employee coordination activities.
• Exposure to ISO standards (e.g., documentation, audits, compliance) or experience working within structured regulatory frameworks will be considered a strong advantage.
• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook).
• Familiar with ERP systems or administrative management software (preferred).
• Sound knowledge of procurement and vendor management processes.
• High attention to detail and ability to manage confidential data with integrity.

About the company

Dhofar Global is a regional key player in hygiene and public health solutions. The company is on a transformation journey to expand its product portfolio and geographic reach to serve customers across borders and industries while maintaining its positioning as a trusted partner in delivering sustainable solutions that enhance lives and lifestyles.

Dhofar Global serves organizations in the United Arab Emirates, Oman, and Qatar, ranging from hotels to restaurants, catering suppliers, corporate businesses, cleaning and facility management, to companies in petroleum, aviation, telecom, automotive, healthcare, wellbeing and wellness, and much more.

The company is a pioneer in e-commerce and provides comprehensive e-services, designed to empower organizations by simplifying their sourcing lifecycles while fostering meaningful relationships and enabling informed decisions. Its state-of-art e-services allow customers to:

• Streamline their operations.
• Save time, energy, and money by accessing all necessary information through a single, user-friendly platform and dashboard.
• Seamlessly manage orders with personalized product suggestions, exclusive online discounts and promotions, tailored product searches, and customized pricing through quotation requests.
• Effortlessly oversee every aspect of their orders, from data collection and placement to automation, shipment tracking, and payment monitoring along with real-time inventory management for efficient stock tracking, preventing overstocking or shortages.

Dhofar Global believes that its human resources are its most valuable asset and is proud of the unwavering loyalty of its teams providing the best customer service in the industry.