Office Administrator

Office Administrator

12-15 years
Not Specified

Job Description

Job Specific Accountabilities

  • This represents a composite description of the duties performed by a number of employees engaged in similar positions. The tasks may or may not be undertaken by every individual and are not all-inclusive.

  • Ensures that the supervisor is aware of the day's commitments by advising him of the daily schedule. Makes amendments to the schedule where necessary, particularly in emergencies, ensuring that others involved in the activities are aware of schedule changes at the earliest opportunity.

  • Undertakes typing of a variety of material such as memoranda, reports, circulars in English language from longhand or shorthand drafts and ensures accuracy. Submits such materials for review and signature.

  • Receives incoming mail, sorts, registers receipt, stamps date, and distributes to addressees. Prepares outgoing mail for dispatch and maintains daily master file of incoming and outgoing correspondence. This includes correspondence transmitted electronically on the intra-net.

  • Maintains and updates a comprehensive filing system for the assigned Division. Includes such files as business correspondence, reports, telexes, circulars, local and foreign addresses, telephone numbers, business journals, periodicals and operations documents.

  • Answers the telephone and connects callers as necessary and where appropriate. Takes and conveys messages and answers general queries in a pleasant and efficient manner. Places calls for supervisor when requested, ensuring that the required part is available before connecting to supervisor.

  • Receives and screens visitors, determines purpose of visit and advises supervisor, tactfully advising visitor of the unavailability of the supervisor where appropriate. Takes and delivers messages and/or arranges for alternative appointments where the supervisor has indicated a desire to meet with the individual. Arranges for refreshments to be offered to such visitors.

  • Makes arrangements for meeting, ensuring that the required facilities are available, that pre-requisite equipment etc is present, that all concerned parties are aware of the location, timing and topic and distributes necessary documentation.

  • Prepares long hand draft correspondence where appropriate and submits to supervisor for review, makes amendments where required and submits to supervisor for approval prior to dispatch.

  • Attends meetings as necessary to take minutes. Prepares written version of the minutes in the required format and submits to supervisor for approval. Arranges for refreshments.

  • Performs related duties when assigned, such as obtaining photocopies, monitoring and replenishing the stock of division stationary, collating and binding (or arranging for) of reports, operating a telex/fax machine as required, making travel arrangements on behalf of the supervisor and the like.

  • Comply with all UAE, ADNOC, ADNOC Drilling and client Asset Integrity Management codes of practice.

Minimum Qualification

  • Completion of Secondary (12 years) education followed by at least one year full time course secretarial work.

Minimum Experience & Knowledge & Skills

  • Approximately 4 years experience in secretarial work.

  • Ability to type English at 50 words per minute, using word processing programs.

  • Good knowledge of spoken and written English.

Job Details


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