Office Admin/ Secretary

Job Description and Requirements


Job Description:

General Administration/Secretarial Works:
•To prepare application forms to be submitted to, Department of Trade &Industry, and other government entities as required for the fulfillment of the of the office operations such as Company Commercial Licenses, Computer ID Number, Municipality License, ICT-Qatar License, Customs License..etc as well as ensure the licenses are all valid.
•To ensure the bills for QTel internet, Data & Telephones are all paid on time.
• To provide complete secretarial and administrative service to Direct Manager, routing callers and preparing and drafting internal correspondence under direction to ensure that all matters are dealt with efficiently and appropriately.
•To receive and respond to employees’ requests and resolves employees requests in a timely manner.
•To manage Petty Cash and records associated with it.
•Logistics - Shipment Tracking and coordination with shipping carriers.
•To prepare Tenancy Contracts of leased property.
•To prepare internal LPO request, received Incoming/Outgoing Facsimiles, Memo's, Quotation, Invoices, & Receipts as well as safekeeping of confidential files.
•To assist in short listing, interviewing and hiring new staff
•To maintain client relation and ensure customer satisfaction
• To prepare periodic reports related to purchasing, inventory control, and shipping and receiving within the local operation.
•To provide time management/ diary service on behalf of the Manager in order to ensure effective time usage and to avoid conflicting schedules.
•To design, organize and implement appropriate filing and record management systems to ensure that records are always current and accessible with ease.
•To observe and apply strict levels of confidentiality and discretion in all matters related to the performance role.
•To prepare internal/ external correspondences, type memos, reports and minutes of the meetings and assists Executives in preparing presentations if necessary.
•To coordinate with Management for the preparation of monthly reports, plans and demanded Executive’s function.
•To advise and maintain office systems to deal efficiently with paper flow, organizing and storing paperwork, documents and computer-based information.
•To act as a first point of contact, response to telephone, fax, email, and postal inquiries.
•To introduce and oversee cost savings measures in all departments.
•To prepare brochures and proposals for marketing campaigns if any.
•To track office expenses and create monthly reports. Prepare invoices, accounts receivables/ parables and banking.
•To respond to client needs and provide additional support when necessary.
•To analyze the performance appraisal file and collate information relating to training needs.
•New Employee joining procedures (Personal Files, Employment, Visa Application etc )
•To coordinate with the Accounts, providing the necessary documents for the payroll.



Required Skills: Microsoft Office (WinWord, Excel, Power Point,…)

Years of experience: 3 years.

Job location: Qatar.