Administrative Assistant

Job description / Role

Job Purpose

Our client is a leading Insurance company looking for 2 Administrative Assistants to ensure the efficient day-to-day operation of the office, and support the work of management and perform a wide range of duties including some or all of the following:

Reception
•Answer general phone inquiries using a professional and courteous manner
•Direct phone inquires to the appropriate staff members
•Reply to general information requests with the accurate information
•Greet clients/suppliers/visitors to the organization in a professional and friendly manner

Office administration
•Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
•Sort incoming mail, faxes, and courier deliveries for distribution
•Prepare and send outgoing faxes, mail, and courier parcels
•Forward incoming general e-mails to the appropriate staff member
•Forward voice mail from the general mailbox to the appropriate staff member
•Purchase, receive and store the office supplies ensuring that basic supplies are always available
•Code and file material according to the established procedures
•Update and ensure the accuracy of the organization's databases
•Back-up electronic files using proper procedures
•Provide secretarial and administrative support to management and other staff
•Make travel, meeting and other arrangements for staff
•Coordinate the maintenance of office equipment

Assist with financial management
•Use computer software to prepare invoices and financial statements
•Code and file financial material according to established records management procedures
•Process accounts payable ensuring timeliness and accuracy of information
•Process accounts receivable ensuring timeliness, accuracy of codes and appropriate backup
•Prepare accurate bank reconciliations and deposits
•Administer petty cash according to established procedures
•Assist with financial reports as required
•Month end duties as required

Provide Board support
•With the Executive Director, prepare meeting agendas and supporting material for distribution
•Ensure the timely distribution of material to the Board
•Support the Board with meeting, travel and other arrangements
•Draft minutes of Board meetings for review by the Executive Director
•Create action list for management staff from board meetings

Requirements

Requirements
•Proven administrative or assistant experience
•Knowledge of office management systems and procedures
•Excellent time management skills and ability to multi-task and priorities work
•Attention to detail and problem solving skills
•Excellent written and verbal communication skills
•Strong organisational and planning skills
•Proficiency in MS Office

About the Company

Established in 1996, Clarendon Parker Bahrain is an International Recruitment Specialist Consultancy based in Bahrains Seef Business District. We specialise in mid to senior level professional, managerial, technical recruitment and staffing solutions in Bahrain and beyond. Our multinational team of consultants are experienced professionals within the fields they represent. Each consultant brings strong industry links and knowledge to better understand your business requirements. We know the market and we know our candidates!

Our team of dedicated consultants specialise in the following industries:

Accounting, Finance & Banking Logistics & Customer Service Secretarial & Administration Human Resources & Recruitment Engineering & Construction IT/Telecom Marketing & PR Oil and Gas

The current range of services includes permanent and temporary recruitment, recruitment advertising campaigns, employee satisfaction surveys, state-of-the-art web-based recruitment technology and HR consulting services relating to recruitment processes and activities.