Administration Specialist - Omani National - Muscat

Imdad; Muscat; On-site; OMR 10,000 - 15,000; Full time

Job summary

A leading administration firm in Muscat is seeking an Admin Specialist to provide comprehensive support across administration, finance, and logistics. The ideal candidate has a degree in Business Administration, a minimum of 2 years of experience, and excellent communication skills in both Arabic and English. Responsibilities include invoice processing, managing logistics, and ensuring compliance with policies. Competitive compensation and supportive work environment offered.

Qualifications

• Minimum 2 years of experience in administrative roles.
• Excellent communication and interpersonal skills are required.
• Ability to handle multiple priorities in a fast-paced environment.

Responsibilities

• Provide administrative support including invoice processing and office management.
• Handle finance tasks including cheque processing and liaising with banks.
• Manage logistics and inventory including shipment monitoring.

Skills

Organizational skills

Time management

Communication skills

Interpersonal skills

Computer skills

Arabic proficiency

English proficiency

Multitasking

Education

Bachelor’s degree or diploma in Business Administration, or a related field

Tools

Microsoft Office Suite

Job description

Overview

The Admin Specialist will provide comprehensive support across administration, finance, and logistics to ensure the smooth operation of the Oman office. The role encompasses administrative assistance, finance/collection and logistics coordination, while ensuring compliance with company policies and local regulations.

Job Responsibilities

Administration & Office Support:

• Undertake and assist in recording and processing invoices, receipts, and payments as required and instructed.
• File and maintain office-related documents (CR, Chamber of commerce certificate..) and records.
• Prepare POs and contracts for suppliers as advised.
• Handle Oman expense management system and ensure alignment with expense policies.
• Arrange bookings and air tickets for staff and visitors when required and assist in event planning and coordination of office functions.
• Coordinate with the Facilities Manager for office upgrades, maintenance, and repairs.
• Monitoring daily attendance and reporting any violations.
• Perform reception-related tasks, including welcoming guests, handling calls, and correspondence.
• Support in purchasing office supplies and ensuring availability of materials.

Finance & Collection:

• Handle post-dated cheques (PDCs) and follow up on payments when required.
• File documents, receipts, and financial records as requested by the Finance team.
• Liaise with banks regarding correspondence, requests, and reports for management and the Finance Department.
• Collect returned cheques and deposit cheques when required.
• Prepare cheque payments for office expenses, employees, and suppliers (e.g., DHL), and ensure timely deposits.
• Upload VAT reports quarterly on the VAT authority website.
• Upload signed and stamped sales invoices into GP system.
• Submit Bayan declarations.

Logistics:

• Receive and dispatch shipments efficiently and accurately.
• Manage consumables and marketing material stock.
• Monitor inventory levels and support stock control.
• Coordinate and participate in annual and ad-hoc stock counts.
• Apply for online shipment permits and follow up with customs in case of issues.
• Work on Ministry of Health (MOH) approvals and registration processes when required.
• Support delivery operations within and outside Muscat when required.

Minimum Qualifications

• Bachelor’s degree or diploma in Business Administration, or a related field.
• Minimum 2 years of experience in administrative roles.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).

Required Skills

• Strong organizational, time management and multitasking skills.
• Excellent communication and interpersonal skills.
• A strong team player who collaborates effectively across departments.
• High level of discretion and confidentiality.
• Patient, friendly, tactful and well presented.
• Good computer skills.
• Excellent Arabic and English skills (Written & spoken).
• Ability to handle multiple priorities in a fast-paced environment.