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Position: Executive Administrator- Secondment Opportunity (6 months)-National Omani Hospitality Company (Dhiaffa)
Job Code: 132-2024/10
Purpose The Administration Specialist will be responsible for the day-to-day planning to ensure both internal Key Performance Indicators & client targets are met in the most cost effective and efficient manner. Responsibilities Strategic - Assist the set-up operating processes, Standard Operating
- Procedures, systems & controls.
People - Administration Specialist at the operations level required to administer customer service.
- Able to communicate effectively with a variety of people, especially in times of emergency.
Operational Key Duties: - Administrative Support:
- Coordinate meetings, prepare agendas, and take minutes during operational
- and strategy meetings.
- Manage daily office functions, including answering calls, responding to
- Emails, and handling correspondence.
- Organize and maintain office files, records, and documents for easy access.
- Assist in preparing presentations, reports, and spreadsheets as needed for
- senior management.
- Operations Coordination:
- Support the operations team in managing day-to-day activities, ensuring that
- Projects and tasks are running smoothly.
- Track project deadlines and assist in managing timelines to ensure timely
- Delivery of objectives.
- Liaise with different departments, such as finance, HR, and technical
- Services, to ensure alignment on operational needs.
- Monitor operational KPIs and prepare reports on project progress and performance.
Scheduling & Travel Arrangements:- Coordinate travel arrangements, including booking flights, accommodations, and transportation for Dhiaffa’s team members.
- Organize schedules for executives, ensuring all appointments, events, and meetings are planned efficiently.
- Prepare travel itineraries and manage travel expenses, ensuring adherence to company policies.
Document Management: - Prepare, edit, and proofread internal and external documents for operational tasks.
- Handle confidential information with discretion, ensuring sensitive documents are stored securely.
- ? Assist in the preparation of contracts, agreements, and project-related documentation in collaboration with legal and project management teams.
Operational Reporting: - Assist in compiling and updating operational reports such as CAPEX project summaries, renovation status reports, and other key project metrics.
- Track financial and operational milestones, compiling information for budget review and planning processes.
Support for Renovation & Technical Projects:- Assist in managing and coordinating renovation projects by working closely with the operations team and external contractors.
- Follow up on project timelines, ensuring that projects are progressing according to schedule and within budget.
- Maintain records of project status updates, including design execution and operational efficiency reports.
Team Coordination & Communication:- Act as the point of contact for internal teams and external stakeholders, ensuring clear communication between all parties.
- Assist with team onboarding processes, including coordinating training schedules and ensuring all necessary materials are prepared for new hires.
- Help with organizing team-building activities, corporate events, and operational workshops.
- Office Supplies & Inventory Management:
- Manage office supplies inventory, ensuring all necessary items are stocked and ordered in a timely manner.
- Oversee office equipment maintenance and repair, coordinating with vendors and service providers as needed.
Financial & Budgetary Assistance:- Assist in tracking and processing operational expenses, ensuring they are aligned with the approved budget.
- Work with the finance team to compile budgetary reports and track operational expenditures.
- Ensure timely processing of invoices, travel reimbursements, and other administrative financial tasks.
Special Projects Assistance:- Provide operational and administrative support for special projects such as new hotel openings, refurbishment projects, or new restaurant concepts.
- Help in coordinating with external consultants, vendors, and contractors for various operational needs, ensuring all documentation and agreements are in place.
- This role supports Dhiaffas broader mission by ensuring operational efficiency and providing critical administrative support across its hotel management, renovation, and culinary projects.
Education & Experience - Degree in Logistics or Business Administration with 2 years’ work- experience.
- Diploma in Logistics or Business Administration with 4 years’ work- experience.
- General Secondary certificate with 6 years of work experience.
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