Overview
Office Administrator Jobs in Dubai, Dubai, United Arab Emirates at TotalEnergies
Title: Office Administrator
Company: TotalEnergies
Location: Dubai, Dubai, United Arab Emirates
Contexte et environnementInternal :
Internal interaction – with all employees for any administrative matters and reports.
External :
With visitors to the plant, including suppliers, service providers & customers
Activités
TELBU Office Administration
Handle all TELBU administration activities independently in an efficient and effective manner managing:
Facilities Management services related to admin block including general maintenance and cleaning activities using permit to work system (where applicable).
High level of (5S) process / upkeep of TELBU Admin building.
Landscaping / Biodiversity activities at Plant in alignment with TE sustainability levers.
Administration of all business visits to TELBU in complete regards ; JAFZA gate passes, meeting room, coordination with hosts, refreshments, PPEs etc
Upkeep of recreational facilities at the plant and additions in coordination with team members and management
Take lead role in canteen committee for commencement of regular meeting with food committee members to improve and sustain good catering facility for all TELBU staff.
General office management such as: office supplies, printed materials, access cards, relevant keys, office maintenance, and sanitary facilities.
To coordinate with TELBU team members to publish content which include various TELBU achievements and milestones on various platforms. (e.g.Viva engage, WAT).
Access control system of employees and visitors inside the Plant.
Attending of calls, faxes & email, receiving and forwarding the correspondence from external parties to the concerned personnel of the plant
Single point of contract for all incoming and outgoing couriers and maintain records for all packages received/dispatched in TELBU.
Updating contact details of all TELBU staff.
Preparation of Purchase requisition in EProc for Admin related purchases
Tavel itineraries TELBU management for their business trips, including air tickets, hotel bookings etc.
Ensuring new visitors/contractor go through the safety induction before entering the plant.
Monitoring and Maintaining inventories and availability of all PPEs required by visitors, Coordinating with HSE team and ensure the visitor PPE change room is fully replenished all the time.
Ensure latest updates and information from different information channel are displayed on digital screen displayed at different plant locations.
Receiving & forwarding the correspondence from the external parties/TMME to the concerned personnel of the plant.
Responsible for inventory and on-time availability of office stationeries and pantry supplies.
Booking of the conference rooms for meetings & ensuring room is available for meetings with proper layout and refreshments.
Maintain files for Base oil imports as handed over by the Production team.
Handling of documentation & berth bookings with Port Authorities for base oil shipments in absence of Production executive
Handling the role specified in the Emergency Evacuation Plan.
Management of TELBU MD’s meetings calendar and assistance in scheduling meetings. Timely manage the documents with required MDs signature.
In terms of business continuity during absence of Senior HR Coordinator, coordinate with HR & Communication team on:
visitors coming to the Plant for legal approvals.
Maintain effective and timely communication within and outside TELBU employees using different communication channels.
3. Exp…
