Administrative Specialist

Tawteen; Oman; On-site; OMR 10,000 - 15,000; Full time

Job summary

A leading company in the internet and e-commerce sector is seeking an Administrative Specialist. This role involves managing reception plans, expense control, and general warehouse management, along with ensuring effective communication across departments. The ideal candidate will have a bachelor's degree and experience in large enterprises, demonstrating strong organizational and planning skills, proficiency in English, and adeptness in Office software.

Qualifications

• Minimum 2 years experience in large enterprises preferred.
• Knowledge in administration, finance, and human resources.
• Strong written and verbal communication skills.

Responsibilities

• Manage relationships with hotels and restaurants.
• Lead expense management and cost control.
• Facilitate meetings and manage meeting room supplies.

Skills

Business Communication

Contract Understanding

Financial Processing

Planning

Meticulous Work Attitude

Logical Thinking

English Proficiency

Education

Bachelor's degree or above

Tools

Office software

Job description

Responsibility 1: Administrative Reception

Manage relationships with preferred hotels and restaurants, including annual contract negotiations.

Develop reception plans: Based on the visitor s level and reception requirements, create detailed reception plans, including transportation, accommodation reservations, meal arrangements, and itineraries. Communicate effectively between all parties to ensure a smooth and logical reception process.

Prepare reception venues and materials: Inspect venue facilities in advance, prepare necessary reception items, promptly respond to guest needs and issues, and ensure the smooth progress of reception activities.

After the reception, collect feedback from visitors, analyze existing problems and areas for improvement, and continuously enhance the quality and level of reception services.

Complete tasks assigned by superiors or assist other departments as needed.

Responsibility 2: Expense Management and Control

Lead the budget management process, collaborating with leadership to implement effective cost control strategies.

Plan and drive initiatives to reduce costs and increase savings.

Responsible for accruals of monthly expenses.

Responsibility 3: Meeting Room Management and Conference Reception

Manage meeting room supplies effectively.

Facilitate company-level and department-level meetings and receptions in meeting rooms.

Responsibility 4: Seal Management

Responsible for the application of seal carving and the safekeeping of seals, ensuring a secure storage environment to prevent theft or loss.

Strictly follow the company s seal usage process for reviewing seal applications, ensuring proper use of seals, and verifying that document content matches the process to prevent errors or omissions.

Manage notifications for the (activation) and (deactivation) of seals, and maintain proper records for deactivation and destruction.

Responsibility 5: General Warehouse Management

Manage the in-and-out operations of the general warehouse, registering, verifying, and categorizing incoming items to ensure accurate information.

Establish and update inventory ledgers, accurately entering data on in-and-out movements and inventory changes.

Reasonably categorize items to ensure orderly storage and easy retrieval.

Develop inventory plans: Conduct monthly inventory counts and report the ledger to department management.

Responsible for adjusting inventory structure based on material consumption and demand forecasts.

Qualifications

Bachelor s degree or above.

Prior experience of 2 years or more in large enterprises (state-owned, foreign-owned, or listed companies) is preferred.

Knowledge of administration, finance, human resources, and related professional fields.

Business communication skills, understanding of contracts, and financial processing.

Strong written and verbal communication skills, planning abilities, meticulous and serious work attitude, and logical thinking.

Good English proficiency is preferred, and proficiency in Office software is required.

Company Industry

• Internet
• E-commerce
• Dotcom

Department / Functional Area

• Administration

Keywords

• Administrative Specialist

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