Administration Specialist

5 days ago

Muscat, Muscat, Oman Imdad Full time 2,500 - 4,500 per year

The Admin Specialist will provide comprehensive support across administration, finance, and logistics to ensure the smooth operation of the Oman office. The role encompasses administrative assistance, finance/collection and logistics coordination, while ensuring compliance with company policies and local regulations.

Job Responsibilities:

Administration & Office Support:

  • Undertake and assist in recording and processing invoices, receipts, and payments as required and instructed.
  • File and maintain office-related documents (CR, Chamber of commerce certificate..) and records.
  • Prepare POs and contracts for suppliers as advised.
  • Handle Oman expense management system and ensure alignment with expense policies.
  • Arrange bookings and air tickets for staff and visitors when required and assist in event planning and coordination of office functions.
  • Coordinate with the Facilities Manager for office upgrades, maintenance, and repairs.
  • Monitoring daily attendance and reporting any violations.
  • Perform reception-related tasks, including welcoming guests, handling calls, and correspondence.
  • Support in purchasing office supplies and ensuring availability of materials.

Finance & Collection:

  • Handle post-dated cheques (PDCs) and follow up on payments when required.
  • File documents, receipts, and financial records as requested by the Finance team.
  • Liaise with banks regarding correspondence, requests, and reports for management and the Finance Department.
  • Collect returned cheques and deposit cheques when required.
  • Prepare cheque payments for office expenses, employees, and suppliers (e.g., DHL), and ensure timely deposits.
  • Upload VAT reports quarterly on the VAT authority website.
  • Upload signed and stamped sales invoices into GP system.
  • Submit Bayan declarations.

Logistics:

  • Receive and dispatch shipments efficiently and accurately.
  • Manage consumables and marketing material stock.
  • Monitor inventory levels and support stock control.
  • Coordinate and participate in annual and ad-hoc stock counts.
  • Apply for online shipment permits and follow up with customs in case of issues.
  • Work on Ministry of Health (MOH) approvals and registration processes when required.
  • Support delivery operations within and outside Muscat when required.
Requirements

Minimum Qualifications:

  • Bachelor's degree or diploma in Business Administration, or a related field.
  • Minimum 2 years of experience in administrative roles.
  • Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).

Required Skills:

  • Strong organizational, time management and multitasking skills.
  • Excellent communication and interpersonal skills.
  • A strong team player who collaborates effectively across departments.
  • High level of discretion and confidentiality.
  • Patient, friendly, tactful and well presented.
  • Good computer skills.
  • Excellent Arabic and English skills (Written & spoken).
  • Ability to handle multiple priorities in a fast-paced environment.

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