Job Title: Administration Specialist
Location: Jeddah (require full attendance in office)
Duty hours: full Time 5 days a week (8 am – 5 pm)
Department: Lexus Marketing Operations
Reports To: Brand and Communication SGM
Job Summary:
The Administration Specialist provides comprehensive administrative support,
to ensure efficient operation of the office ensure applying companies policies and procedures.
Key Responsibilities:
1. Financial Management:
• Assist in budgeting and financial planning.
• Monitor and manage office expenditures, ensuring cost-effectiveness.
• Process invoices, manage petty cash, and liaise with the finance department for payments.
2. Compliance and Policy Implementation:
• Ensure compliance with company policies and procedures.
• Assist in the development and implementation of administrative systems and processes.
• Maintain confidential and sensitive information with integrity.
3. Office Operations:
• Assist with office supply management, including inventory tracking and ordering.
• Ensure the office environment is clean, organized, and well-maintained.
• Coordinate with IT support for technical issues and equipment maintenance.
4. Administrative Support:
• Provide administrative assistance to senior management and other staff as needed.
• Prepare and edit documents, reports, and presentations.
• Handle incoming and outgoing communications, including emails, phone calls, and mail.
• Maintain accurate and organized filing systems, both electronic and physical.
5. Data Management:
• Input, update, and maintain data in various systems and databases.
• Generate and analyze reports to support decision-making processes.
6. Project Assistance:
• Support various projects by providing administrative assistance, such as scheduling meetings, preparing materials, and tracking progress.
• Collaborate with team members to ensure project goals and deadlines are met.
7. E-Filing and Documentation:
• Develop and maintain an organized system for e-filing and document management.
• Ensure all electronic files are properly labeled, categorized, and stored for easy retrieval.
• Regularly update and maintain document databases, ensuring accuracy and completeness.
• Implement best practices for document control and data security.
• Train staff on e-filing procedures and ensure compliance with company standards.
8. Department Event Coordination:
• Assist in planning and organizing company events, meetings, and conferences.
• Manage logistics for events, including venue selection, transportation, and accommodations.
9. Schedule Management:
• Manage calendars and schedule appointments, meetings, and travel arrangements.
• Coordinate logistics for meetings, including room reservations, equipment setup, and catering.
10. Administrative Support:
• Provide administrative assistance to senior management and other staff as needed.
• Prepare and edit documents, reports, and presentations.
• Handle incoming and outgoing communications, including emails, phone calls, and mail.
• Maintain accurate and organized filing systems, both electronic and physical.
Qualifications:
• Bachelor’s degree in Business Administration, Management, or a related field.
• Proven experience as an administrative assistant, office assistant, or in a related role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills in both Arabic and English.
• Attention to detail and problem-solving abilities.
Preferred Qualifications:
• Experience in data management and report generation.
• Familiarity with office management procedures and basic accounting principles.
• Knowledge of relevant software and tools for project management and scheduling.
• Experience with document management systems and e-filing software.
Working Conditions:
• This is a full-time position. Typical work hours are Sunday to Thursday, 9 am to 5 pm.
• Occasional overtime may be required to meet deadlines or support events.
Location : Jeddah -out mall
https://san88.aidaform.com/26282
02-07-2024, 04:00 PM
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