Admin Officer at Willers Solutions

Our client in the Oil and Gas Sector is looking to hire the services of an Admin Officer who will carry out the functions below:

Job responsibilities: -

• Provide administrative support to direct report manager.
• Responsible for prompt and accurate Travel and Visa booking arrangement.
• Book reservations for travel, hotels, rental cars, and special events etc.
• Proactively manage and ensure company fleet maintenance, driver management and routine / non-routine vehicle maintenance.
• Provide support services including arranging for meeting room, preparing required materials and coordination of all meeting and visitor schedule.
• Coordinate staff logistics daily and ensure all appointments and meeting are attended.
• Maintain and update company’s database of staff and vendors.
• Liaising with internal departments to ensure client needs are effectively fulfilled.
• Coordinate internal general, and ensure minutes of the meetings are properly taken.
• Building and maintaining relationships with clients and key personnel(s) within customer companies.
• Schedule job interviews and contact candidates as needed.
• Carry out staff performance and provide coaching/guidance to ensure maximum efficiency.
• Carrying out client satisfaction surveys and reviews.
• Maintain and update company’s database of staff and vendors.
• Ensure strict adherence to policies and regulations.
• Keep staff informed and reassured with regular Admin/HR updates.
• Ensures processing of payments to external partners and maintaining updated records of invoices and receipts.
• Plan and improve employee well-being by promoting healthy workplace initiatives.
• Prepares reports and presentations as assigned.
• Manage office supplies (stock) and place order for new stock when necessary.
• Plan and update Director’s itinerary to ensure all important meetings and activities are captured.
• Effectively maintain company calendar, schedule appointments and book meetings as required
• Overseeing general appearance of office, pantry and public areas.
• Ensure operation of office devices and equipment by completing preventive maintenance requirements, following up with repairs, maintaining equipment inventory and evaluating new equipment.
• Promptly, accurately, professionally and courteously receive all telephone calls/inquires and director record and relay messages.
• Perform as key contact point for portfolio of clients dealing with routine matters of services and products.
• Prepare regular reports on expenses, office budgets and other expenditures
• Oversees and administers the day-to-day activities of the office; develops policies, procedures and systems which ensure productive and efficient office operation.
• Provide assistance and support in problem solving, project planning, development and execution of organization’s goals and objectives.
• Resolve administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
• Assisting other departments such as Human Resource or Financial department with administrative support.

Job Requirements:

Bachelor’s Degree

• Minimum of 4 years’ experience in an admin capacity.
• Good communication skills (written and verbal)
• Critical thinking and strategic problem analysis
• Service delivery
• Computer literacy – good use of MS Office packages
• Smart-working, loyal, trustworthy and a team player.
• Organization and focus necessary to lead a customer service department.
• People skills needed to resolve problems complaints and other issues with customers and clients.
• Teachable.
• Innovative, motivating and value oriented.
• Problem solving and decision-making skills
• Excellent relationship management
• Self-driven and result oriented with a positive outlook
• Female preferably

Location is on the Mainland.