
Administration Specialist
7 days ago
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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