Administrator

Job Description – Administrator

Location: Muscat, Sultanate of Oman
Employment Type: Full-Time
Work Location: In Person

Position Summary

We are seeking a highly organized, proactive, and detail-oriented Administrator to manage the company's daily administrative operations. The successful candidate will be responsible for office administration, documentation, report preparation, presentations, record management, correspondence, and providing administrative support to management and various departments.

The ideal candidate should have excellent organizational, communication, and computer skills, with the ability to prepare professional documents, presentations, and visual materials while managing multiple administrative tasks efficiently.

Key Responsibilities

General Administration

• Manage daily administrative operations and ensure smooth office workflow.
• Provide administrative support to management and different departments.
• Handle incoming calls, emails, and official correspondence.
• Organize meetings, appointments, and company schedules.
• Prepare meeting agendas, minutes, and follow-up action points.
• Maintain physical and electronic filing systems.
• Monitor office supplies and coordinate purchasing requirements.
• Maintain confidentiality of company information and records.

Documentation & Record Management

• Prepare, edit, format, and maintain company documents.
• Create professional letters, reports, forms, templates, and internal communications.
• Organize contracts, policies, procedures, and company records.
• Maintain accurate databases and document registers.
• Ensure proper filing, tracking, and retrieval of documents.
• Support document preparation for management and business requirements.

Reports, Presentations & Visual Materials

• Prepare professional reports, presentations, and business documents.
• Create PowerPoint presentations for meetings, reviews, and company updates.
• Design professional visual materials using Canva for:
• Company presentations
• Internal announcements
• Reports and templates
• Training materials
• Marketing or communication materials when required
• Compile information and data into clear and professional formats.
• Assist management with preparation of presentations and supporting documents.

Administrative Support

• Provide daily administrative support to management and department heads.
• Coordinate meetings, appointments, and business schedules.
• Assist with travel arrangements, accommodation, and event coordination when required.
• Follow up on assigned tasks and ensure timely completion.
• Coordinate communication between internal teams and external parties.

Communication & Correspondence

• Draft professional emails, letters, memos, and announcements.
• Manage office correspondence and communication records.
• Communicate professionally with employees, suppliers, clients, and stakeholders.

Office Coordination

• Maintain office organization and administrative procedures.
• Coordinate office equipment maintenance and service requirements.
• Support implementation of company policies and administrative processes.

Required Qualifications

• Diploma or Bachelor's Degree in Business Administration, Office Management, or related field.
• Minimum 3 years of experience in administration, office coordination, or similar roles.
• Experience supporting management or multiple departments is preferred.

Required Skills

• Excellent administrative and organizational skills.
• Strong written and verbal communication skills in English (Arabic is an advantage).
• Proficiency in Microsoft Office:
• Microsoft Excel
• Microsoft Word
• Microsoft PowerPoint
• Microsoft Outlook
• Strong skills in preparing professional presentations and reports.
• Experience using Canva for professional designs and business materials.
• Strong document formatting and layout skills.
• Ability to manage multiple priorities and meet deadlines.
• High attention to detail and accuracy.
• Professional attitude with strong confidentiality and accountability.

Core Competencies

• Administrative Management
• Documentation & Record Management
• Presentation & Report Preparation
• Canva & Visual Communication Skills
• Business Communication
• Organization & Planning
• Time Management
• Problem Solving
• Attention to Detail
• Professionalism
• Confidentiality
• Teamwork
• Accountability

Key Performance Indicators (KPIs)

• Accuracy and quality of documentation.
• Timely completion of administrative tasks.
• Quality of reports, presentations, and business materials.
• Effectiveness of document management and filing systems.
• Responsiveness to management requests.
• Office administration efficiency.
• Professional quality of communication materials.
• Compliance with company procedures.

Pay: RO1.000 - RO2.000 per month

Work Location: In person