We are looking to hire an Administrative Officer at ProgressSoft Qatar to manage administrative daily tasks and activities of the office and provide clerical support for all teams at the branch.
Responsibilities:
- Receive and direct in-coming calls.
- Handle office facilities’ requirements (i.e. purchasing of supplies, stationery, cleaning services, and cars).
- Renew and maintain ProgressSoft Qatar’s registration documents with the ministries.
- Coordinate local affairs activities; review and approve payments for utility service companies (i.e. electricity, land lines, cellular phones lines, internet, etc.).
- Assist in organizing, negotiating, approving, and implementing service contracts for ProgressSoft Qatar’s office including, but not limited to, maintenance of electrical, sanitary, air-conditioning and CCTV systems.
- Assist administration management in updating and maintaining the office’s policies and procedures.
- Handle travel arrangements for business trips (visa applications, airline tickets, hotel accommodations, airport drop-off and pick-up, etc.) for ProgressSoft employees and guests and ensure that it is according to ProgressSoft's policy and standards.
- Assist administration management in negotiating to get the best offers from hotels, travel agencies, shipping services, car rentals, etc.
- Keep track of employee work residency dates and assist in the renewal process.
- Assist administration management in the planning and execution of activities and events.
- Assist other departments in data entry and project management systems.
- Maintain accurate records, expiry reminders, pending-action trackers and periodic administrative status reports.
- Manage supplier relationships, collect and compare quotations, monitor service contracts, track administrative expenses and coordinate invoices with Finance.
- Coordinate management meetings, visitors, business correspondence, appointments and local events when required.
- Support onboarding and offboarding logistics, maintain relevant employee administrative records, and coordinate with the corporate HR function.
- Perform any other job-related tasks as assigned by the Administration Management.
Requirements:
- 3-7 years of experience in office administration or a similar role.
- Excellent written and verbal communication skills (Arabic & English).
- Proficient in MS Office (MS Excel, MS Word, and MS PowerPoint).
- Excellent time management skills and the ability to set priorities.
- Strong organizational skills and attention to details.
- Excellent problem-solving skills and the ability to multi-task.
- Background in office administration is preferred.
- Ability to work independently and proactively.
- Ability to handle sensitive company and employee information discreetly.