Administrative Officer

Job description / Role

Admin Officer will be responsible for assisting the Admin Manager in managing all the respective Admin functions in order to meet business objectives.

Reporting to: Admin Manager

Key Accountabilities:
- Maintains and handles the database of vehicles and maintenance due time for service.
- Maintains and handles the daily operations (Daily planning of the drivers tasks).
- Maintains time and attendance records of the transport staff (drivers) in head office and the field Offices;
- Controls and manages supply related items and major services;
- Maintains logbooks and records on assigned vehicles;
- Drafts various correspondences and responses to queries;
- Maintains office records, establishes reference files on various subjects for archiving, and make sure all Marked-For- Archiving-Documents are scanned and filed as per the company standards in soft copy on the Storage servers
- Assists drivers in the preparation of overtime, accident claims and other reports;
- Processes requests for office supplies (stationaries and services)
- Prepare documents for processing vehicles insurance “new case opening and claims”
- Prepare documents for processes for all RTA related work (new registration, renewal, driver's licenses fines, vehicles fines, plate number replacement, maintains other vehicles cards) i.e. Sharjah E-Gate, gasoline allowance cards for vehicles, etc.
- Maintains and handles the telecommunication related work i.e. Du and Etisalat bills and queries.
- Maintains and keep track for the employee’s handovers and actual custody/ possession
- Follows up on all request, vehicle-related permits and documents with the concern department and offices
- Assists the supervision of the work performance of the drivers;
- Assists in the preparation and compilation of reports
- Maintains and handles the database of vehicles and maintenance due time for service.
- Conducts daily checks with the drivers to ensure the mechanical soundness and overall cleanliness of assigned vehicles prior to operating, by verifying and undertaking checks of the following: petrol, oil and water levels, electrical system, brakes, tire pressure and condition.
- Collects information and advises the supervisor to impending changes to transport rules and regulations.
- Maintains and guide office boys for overall cleanliness of the office
- Processes the payment of contractors' invoices and monitor payments and the cost booking of the department.
- Supervises the work of more junior General Service staff.

Requirements

- High school Diploma / Graduate, IT Business or Human Resource Management.
- Experience in the relevant field, with minimum 3 years in similar position

Technical Competencies:
- Proficient in English Business correspondence and Microsoft office software (Outlook, PowerPoint, Word, Excel ) and ERP Tool ( SAP, Oracle etc)
- Good communication skills and ability to multi-task.
- Detail-oriented, efficient and organized.
- High standards of accuracy and attention to detail with strong administrative skills
- Dedication, commitment and drive

Behavioral Competencies:
- People Management
- Decision-making and problem-solving
- Result-orientation
- Planning and organizing
- Accountability, Attitudes and Ethics
- Working together
- Communication

About the Company

Bion Group is a well-renowned and privately held conglomerate with a diversified business portfolio. Headquartered in the UAE since 2007, the group encompasses a workforce of over 400 employees and 20 different nationalities.

Bion Group is engaged in intelligent and quality-driven business operations covering Transportation, Manufacturing, Trading, Vehicle Maintenance and Joint Ventures. Our ever-expanding brand portfolio includes Bion Industrial, Bion Services, Bion Trading, Bion Ventures and more.