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Admin & Operations Officer

Artan Holding

Doha, Qatar

Ref: NP543-170

Job description / Role

Employment: Full Time

Reception Functions:

• Receives and screens visitors and telephone calls, takes messages, schedules appointments for professional(s) and/or management staff and provides information to callers requiring knowledge of company’s operations, and the interpretation and application of policies and procedures as required.
• Ability to follow, applies, interpret and explain instructions and/or guidelines.
• Sorts, opens, and distributes incoming mail to staff; associates incoming correspondence with files or related materials needed for meetings, correspondence, and reports.
• Determines needs and orders office supplies, equipment, repair and maintenance services through agency channels.
• Updates the Customer Data Base and produces reports from same
• Maintains the library collection as required.
• Maintains and re-supplies the stationery inventory as required.
• Broadcasts and communicates to the staff of QSA general information.
• Assists in customer presentations and events.
• Include reference to deal with suppliers and arrange favourable terms and conditions

Administration Functions:

• Composes and types routine letters, memoranda, reports, minutes of meetings, scientific or technical material, numerical data, charts and spreadsheets.
• Schedules and arranges meetings and conferences for GM and/or management staff and notifies interested parties; makes conference rooms’ reservations as needed.
• Proofreads and correct prepared materials for correct grammar, format, completeness and content.
• Establishes and maintains office files, logs, indexes, control records, or other information concerning the work under the supervisor’s control.
• Maintains confidentiality of documents and information received.
• Keeps informed of office details and advises management of problems.
• Prepares and monitors timekeeping and other personnel records as well as the ability to multi-task and work under pressure.
• Operates standard office equipment and performs related work as assigned.

Requirements

Skills:

• Filing skills
• Effective verbal, listening and written communications skills;
• Ability to communicate effectively in English; knowledge of Arabic language will be added advantage
• Time management and task prioritization skills
• Knowledge of Microsoft Office, including Outlook, Word, Excel and accounting software – Peachtree
• Experience in dealing with travel agencies
• Experience in booking accommodation
• Experience in arranging visas.
• Experience in arranging tickets and concierge services.

Personal Attributes:

• Self-motivated and achievement orientated
• Enjoys working within a team environment
• Good communicator at all levels
• Methodical, orderly and loyal employee
• High integrity – honest and trustworthy
• Is flexible, adaptable, and tolerant

Qualifications:

• 4 year course Graduate or Bachelor’s degree or equivalent is preferred
• At least 2 years related experience is preferred
• Administrative support experience where use of computer to prepare correspondence, reports, etc.
• A pleasant and friendly personally, good communication skills both oral and in writing
• Ability to read with understanding and listening to instruction.
• Posses’ interpersonal skills such as patience, tack and the ability to maintain composure in times of tight deadlines/stress.
• Adaptable, flexible and patient, and respond well to change.
• Self-management – like be on time, responsible, cooperative, good team player and well organized.

About the Company

Artan Holding is a Qatari-owned company with a diverse portfolio of businesses including:

  • Doha British School established in 1997, an international school for pupils from KG to Year 13.
  • Mirage International Property Consultants established in 2004, a real estate company specializing in the sale, leasing and facilities management of commercial and residential properties in Qatar and around the world.
  • Qatar Skills Academy established in 2010, a training academy providing accredited vocational education and training.
  • House of Architecture and Interiors established in 2012, an architecture and design company offering diversified interiors solutions through integrated services and products.

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