Office Administrator

Job description / Role

Provide administrative support to CFO and DCFO including arranging meetings, filing, preparing expense claims and organizing documents for signature.
Arrange travel, hotel and visas as necessary for all business travel of Corporate and Shared services employees.
Arrange visas, flights, hotels and transport for business travel of CFO, DCFO and clients or visitors of Finance department as required.
Ensure receptionists, drivers, and office assistant are well aware of their assignments/schedules.
Oversee the usage of the corporate office vehicle fleet.
Maintain vehicle kilometer report, vehicle services records, drivers daily checklist, and drivers monthly assessment.
Monitor the Salik account and make sure that minimum balance is maintained.
Control and monitor fuel card usage of UAE employees.
Maintain monthly summary of Etisalat and Du telephone bills.
Manage vendor relationships; negotiate hotels rates Liaise with Hotels regarding corporate rate agreement, renewal and credit facility.
Manage purchase of office supplies, stationery items, office equipment and furniture; ensure spending is within the budget.
Liaise with Etisalat regarding requisition of new sim-cards, data package upgrade, BIS/BES activation and cancellation of service.
Liaising with the necessary bodies to ensure the maintenance of building facilities.
Raising purchase orders, expense claims and arranging invoices.
Ensure incoming Topaz general emails are properly forwarded to the concern persons.
Maintain an adequate inventory of office supplies, stationery, pantry and cartridges.
To ensure that all administrative related invoices are recorded and LPOs are prepared.
Handle departmental petty cash funds and maintain control for all sundry expenses.
Planning of meetings and company events, year-end parties conferences and conference telephone calls.
During any absence of Receptionist, operate telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.

Requirements

Minimum Qualifications:
A minimum of five years in a similar role with overall responsibility for office management, administration in a busy corporate environment
Excellent organization skills
Excellent time management skills

About the Company

It is Topaz Marine's Vision to be the marine service provider of choice delivering un-matched value through the highest standards of professionalism and the efficient use of capital employed.

Enhance its reputation as a marine operator with a fleet of young quality vessels operated by knowledgeable, friendly and skilled employees with focus on training and safety.

Consolidate its position in the market for long-term contracts, expand geographical spread of operations, meet the demand for more specialized offshore equipment and work as partners with leading companies in the offshore oil & gas market.

Provide customized solutions to customers using the latest technology.