Office Administrator

Job Title: Office Administrator

Department: Administration
Reporting Line: Basra Office Manager

Job Summary:

Office Administrator role is to ensure the efficient and smooth operation of daily office activities. This position supports the organization by handling essential administrative functions, streamlining communication, and maintaining a productive and organized work environment. By managing office resources, coordinating schedules, and providing vital support to team members, the Office Administrator enables the staff to focus on their core responsibilities and contributes to the overall success of the organization.

Responsibilities:

•  Provide comprehensive administrative assistance to all departments, including scheduling meetings, preparing documents, and handling correspondence.
•  Serve as the central point of contact for office-related inquiries, facilitating internal and external communication.
•  Coordinate team meetings, office events, and appointments, ensuring all logistics are handled efficiently.
•  Organize, file, and manage both physical and electronic documents for easy access and security.
•  Maintain accurate records, including employee attendance, office expenses, food allowance
•  Monitor and manage office supplies, placing orders when needed to maintain sufficient stock levels.
•  Ensure the office environment remains clean, organized, and conducive to productivity, coordinating with cleaning and maintenance staff as needed.
•  Track office expenses and contribute to budgeting efforts by maintaining up-to-date records and processing invoices.
•  Support new employees onboarding by preparing workspaces, coordinating access to resources, and orienting them to office policies.
•  Ensure adherence to office health and safety policies, conducting regular checks and coordinating necessary compliance measures.
•  Assist in booking travel and accommodation for staff when needed, ensuring all arrangements are managed efficiently.
•  Identify and suggest improvements to office processes to enhance workflow and overall efficiency.

Skills:

•  Communication Skills: Excellent verbal and written communication abilities to convey information clearly and effectively to colleagues and clients.
•  Interpersonal Skills: Strong relationship-building skills to collaborate effectively with team members, management, and external stakeholders.
•  Organizational  Skills:  Exceptional  organizational  capabilities  to  manage  multiple  tasks,  prioritize responsibilities, and maintain a structured work environment.
•  Time Management: Proficient in managing time effectively, meeting deadlines, and balancing various tasks and projects efficiently.
•  Problem-Solving Skills: Strong analytical skills to identify issues, think critically, and develop effective
solutions in a timely manner.
•  Attention to Detail: High level of accuracy and attention to detail in completing tasks and ensuring that all documentation is error-free.
•  Adaptability:  Ability  to  adjust  to  changing  priorities  and  work  in  a  fast-paced  environment, demonstrating flexibility in approach and tasks.
•  Teamwork:  Collaborative  mindset  with  the  ability  to  work  well  in  a  team  setting,  contributing positively to group dynamics.
•  Confidentiality  and  Integrity:  Strong  sense of ethics  and  discretion  when  handling  sensitive information, maintaining confidentiality at all times.

Qualifications:

•   Experience: Proven experience (2-3 years) in office administration or similar role.
•   Experience in managing administrative tasks, coordinating office operations, and supporting teams is preferred.
•   English is required (Speaking , Writing ) .