Administrator - Preferred Specialist Services (PSS) Mazrui Holdings Company - Dubai

Administrator - Preferred Specialist Services (PSS)

Mazrui Holdings Company - Dubai

Job description

The Administrator provides clerical, administrative and operations support, either as a team or individually. This position is also responsible for specific projects, as well as coordinating and implementing office procedures, site work allocation, and manpower planning for all ongoing projects. 

• Coordinate visa needs of staffs – hiring, visit, business trips.
• Liaise with PRO for various business needs
• Maintain departmental / divisional administrative records such as leave records and attendance log
• Maintain and update supplier database – office furniture and fixture, leased and hired equipments, outsourced services etc
• Coordinate office equipments/stationery needs of new hires and existing staff members
• Enroll new hires for insurance; keep track of group insurance, assists staff members with insurance claims

• Follow up expenditure claim queries of staff members.
• Follow up on expenditure claim queries of suppliers.
• ·Maintain and control budget items.

• Liaise with Regional/General Manager to arrange a suitable date for various executive meetings and travels.
• Type letters and other forms of correspondence on behalf of the Regional/General Manager
• Assist Regional/General Manager with filing

• Maintain and update database of travel/tour agencies
• Perform canvass of ticket prices before placing bookings
• Make flight bookings on behalf of PSS staff.
• Liaise with Travel Agency to confirm booking arrangements.
• Receive delivery of flight tickets on a timely basis and ensure details are correct

• Maintain general administration files.

• Keep a record of telephone numbers and other contact details of people liaising with PSS.
• Type correspondence related to office administrators responsibilities.
• Arrange amenities as needed for in-house/external meetings, trainings, conferences

• Perform canvass of prices before placing orders
• Coordinate ordering and storage of office furniture and fixture and ensuring appropriate payments
• Place the orders for stationery with suppliers
• Maintain stock count and reasonable quantities of stationery in stock
• ·Arrange for payment of accounts of stationery suppliers

• Oversee functioning and maintenance of office equipment (copier, fax, telephones, computers, etc.)
• Track and control leased equipments
• Arrange hired/leased cars on behalf of PSS staff.
• ·Receive keys for hired cars on behalf of PSS staff on a timely basis.
• Liaising with building managers for routine office building maintenance issues
• Inventory control of office furniture, fixtures and equipment

• Conduct meetings with subordinates
• Submit electronically a weekly report of the previous month’s activities and a plan for the month to come for discussion at the monthly staff meetings

• Liaise with creditors concerning queries on discrepancies between quotations and invoice amounts pertaining to general administration contracts/projects.
•  Coordinating with Site engineer & Technical manager for all the operations requirements.
• Conducting weekly operations meeting to discuss all the site issues ongoing projects, snag issues, work progress & evaluation of man power & material usage.
• Preparing a weekly report for General Manager about the ongoing projects, snag issues, payment delays & manpower usage.  
• Having a complete control & tracking on sales pipeline (Enquiries, Quotations & Ongoing Projects).
• Supporting the Sales Manager by helping to prepare the Quotation s for new & existing clients.   
• Conducting commercial meeting  twice in a month to discuss and analyze the pipeline (upcoming project details)
• Updating and maintaining the commercial pipeline & Emirates tenders files about the upcoming  projects
• Visiting new clients to support sales with Technical Manager & General Manager if it’s necessary.

Desired Skills and Experience

• Degree holder with 5-6 years experience as an Administrator or in Operations in similar environment.
• Computer literate
• Working knowledge of MS Office Application

• Telephone etiquette
• Interpersonal and Social skills
• Well-organized and able to prioritize
• Ability to adopt to change
• Ability to work in a team
• 3 Years experience providing Administration and operations support to site staff in a contracting or construction environment

• Ability to cascade information effectively both orally and in writing
• Effective people-handling skills
• Ability to work in a team
• Effectively deliver under a highly fast paced and deadline driven environment.

Click here to apply for this job : https://www.linkedin.com/jobs2/view/46381203?trk=jserp_job_details_text