Overview
Administration Specialist Jobs in Dammam, Saudi Arabia at MAKEEN
Job Purpose / Objective:
The Administration Specialist will be responsible for providing comprehensive administrative support to the MRO Department. This role involves managing office operations, coordinating business travel, overseeing fleet management, handling government-related work, and ensuring compliance with administrative procedures and guidelines. The Specialist will contribute to creating a productive and efficient work environment and support the overall success of the department.
Key Responsibilities:
Office Administration and Operations:
Assign office and cubicle spaces to optimize workflow and utilization.
Oversee repairs, cleaning, and janitorial services to maintain a functional and clean work environment.
Manage office supplies, equipment maintenance, and reception area operations.
Coordinate housekeeping activities to ensure a clean and organized workplace.
Handle office insurance matters and maintain up-to-date records.
Manage parking assignments and coordinate access cards for employees.
Service Level Agreements and Contracts:
Collaborate with the Administration Manager to establish and maintain service-level agreements with vendors.
Coordinate contracts for travel agencies, catering services, and other vendors as needed.
Business Travel Management:
Arrange and coordinate business travel, including transportation and per diem processes.
Make airline bookings ensuring cost-effectiveness and adherence to company travel policies.
Administration Procedures and Guidelines:
Administer and ensure compliance with policies, procedures, and guidelines related to vehicle usage, mobile phones, travel, and office operations.
Communicate and train MRO employees on these procedures to ensure understanding and compliance.
Catering and Event Management:
Coordinate catering services for special events or meetings, considering dietary preferences and restrictions.
Fleet Management:
Develop and implement fleet management strategies in collaboration with the Administration Manager.
Analyze fuel consumption data and oversee vehicle maintenance schedules, ensuring timely servicing and safety compliance.
Manage and book vehicles for departments within the Administration Team and Corporate Services Business line.
Implement a vehicle tracking and data management system.
Liaise with other departments regarding vehicle needs and fleet policies.
Vehicle Maintenance and Cleanliness:
Set and enforce standards for vehicle cleanliness and presentation.
Conduct regular vehicle inspections and coordinate repairs.
Build relationships with vehicle providers and repair workshops for quality service and cost efficiency.
Qualifications, Competencies, and
Experience:
Bachelor’s degree in business management or a related field.
At least 5 years of experience in an office setting, preferably involving internal combustion, marine, or power generation engines and equipment.
Microsoft Office Specialist (MOS) certification.
Excellent written and spoken Arabic and English skills.
Title: Administration Specialist
Company: MAKEEN
Location: Dammam, Saudi Arabia
Category: Administrative/Clerical (Business Administration, Administrative Management, Office Administrator/ Coordinator)
