Administrative Coordinator
Abu Dhabi, UAE
Basic Function:
• Provides office services by implementing administrative systems, procedures, and policies; monitoring administrative projects; maintaining suggestion program and fully functioning administrative support level.
• Performs a variety of complex clerical and computer work.
• Performs departmental or program accounting functions related budget tacking and projects.
Worked Performed:
• Administrative coordinator must be able to help in designing the budget and also implement the task within the cost limits.
• Assists in the preparation of the annual budget for the assigned organizational area, including compiling data, making revenue projections and recommending service levels and enhancements; monitors and tracks expenditures, ensuring the department remain within the approved budget allocations.
• Responsible for analysis and reporting of the tasks.
• Organize each task meticulously and point of action.
• Scheduling meetings and complete the tasks on time.
• Administrative coordinator is also responsible for maintaining the databases, generate reports, and check emails, mails and send prompt replies for the action to be taken in a timely manner.
• Responsible for managing and ability to act as liaison between external vendors and other departments.
• Manages and orders inventory of department inventory, supplies, and resources; and ensures office equipment is operating properly. Organizes and maintains supervisor and/or department calendar, which includes scheduling meetings.
• Schedules special meetings, contacts participants, prepares relevant documentation and books meeting rooms. Assist with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.
• Maintains administrative workflow by studying methods; implementing cost reductions; developing reporting procedures.
• Creates and revises systems and procedures by analyzing operating practices; studying utilization of micro-computer and software technologies; evaluating personnel and technological requirements; implementing changes.
• Resolves administrative problems by analyzing information; identifying and communication solutions.
• Maintains suggestion system by directing and controlling administrative technical aspects in accordance with management directives.
• Provides information by answering questions and requests.
• Maintains continuity of work operations by documenting and communicating needed actions to management; discovering irregularities; determining continuing needs.
• Completes administrative projects by identifying and implementing new technology and resources; redesigning systems; recommending re-deployment of designated resources.
• Accomplishes department and organizations mission by completing related results as needed.
• Establishes operating policies and procedures for a department; develops, analyzes and manages a department's annual operating budget.
• Performs other duties of a similar nature or level.
• Performing technical evaluation, specialized, complex and difficult office administrative work requiring the use of independent judgment.
• Interpreting and implementing policies, procedures and computer applications related to the department or organizational unit to which assigned;
• Analyzing and resolving office administrative and procedural problems.
• Performing basic research and preparing reports and recommendations.
• Overseeing projects or programs and/or supervising, monitoring and evaluating the work of staff.
Job Summary:
• Coordinate with Company HQ for all IT & Budget related Jobs.
• Preparation of Operation and Capital Budget requirement Draft.
• Inquiry for the current approximate Market value for the item required.
• Final Preparation of Operation and Capital Budget for Submittal.
• Minutes of Meeting for the Budget Confirmation by Division Manager.
• Preparing Scope of work for the Approved Budget.
• Collecting detailed specification for the required item.
• Preparing Justification for the approved Budget.
• Entering Draft Purchase requisition on Maximo.
• Preparing Documentation for the SPE Committee Approval for the Budget.
• SPE Committee approved Project initiated for AFE Approval.
• Approved AFE Initiated for acquisition by procurement Service Division.
• Vendors Site Visit Coordination.
• Technical Evaluation for Cutoff point.
• Preparation of final Technical Evaluation for Approval.
• Receiving information for the Purchase order.
• Receiving the items as per the Purchase Order.
• Communication with Supplier and Purchase Department for updates.
• Keeping filing system for the project until file Closed.
• Daily communication and follow up (Memo, Email, Telephone, & Direct Meeting).
• Responsible all Security and Safety Equipment's Inventory.
• Authorized for SKEC IT Coordination.
• Responsible for all IT Equipment's Inventory.
• Authorized for IT Complaints incident Call.
• Preparation for IT Budget requirement.
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Handling all related Man Power, Security and Safety, IT and Furniture & Office Modification Capital and Operation Budget.
Kindly send your updated CV to fivecont@emirates.net.ae and mention in the subject the position you are applying for or click here to apply.
