Assistant Adminstration

Lockton; Muscat; On-site; OMR 2,800 - 5,000; Full time

Job summary

Lockton Oman is seeking an Administrative Assistant to provide comprehensive administrative and operational support to the team, ensuring efficient client services and smooth internal processes.

You will maintain accurate records, update policy and endorsement trackers, assist with compliance checks, prepare reports and presentations, organize meetings, and coordinate with insurers and internal staff to meet service standards and deadlines.

Qualifications

• Strong organizational and time-management skills.
• Proficiency in Microsoft Office applications.
• Excellent communication and interpersonal abilities.
• Attention to detail and accuracy.
• Ability to manage multiple tasks under deadlines.
• Team player with proactive, service-oriented approach.

Responsibilities

• Provide day-to-day administrative support to the team.
• Assist in coordinating internal tasks and following up on outstanding actions.
• Prepare correspondence, reports, and internal documents as required.
• Support the team in meeting internal service standards and deadlines.
• Maintain and update the Policy Tracker to monitor policy issuance and renewals.
• Maintain and update the Endorsement Tracker, ensuring all policy amendments are recorded and completed.
• Monitor outstanding documentation and follow up internally, where required.
• Assist in maintaining policy checklists to ensure all required documents are completed before policy issuance.

Skills

Microsoft Office

Excel

PowerPoint

Outlook

Word

SharePoint

Document management

Attention to detail

Communication skills

Team player

Education

Diploma or Bachelor's in Business Administration

Ministry of Labour registration

Tools

Microsoft SharePoint

Job description

The Administrative Assistant is responsible for providing administrative and operational support to the team to ensure the efficient delivery of client services and internal processes. The role focuses on maintaining accurate records, monitoring operational trackers, supporting compliance requirements, and assisting with day-to-day administrative activities.

Key Responsibilities

Administrative Support

• Provide day-to-day administrative support to the team.
• Assist in coordinating internal tasks and following up on outstanding actions.
• Prepare correspondence, reports, and internal documents as required.
• Support the team in meeting internal service standards and deadlines.
• Maintain and update the Policy Tracker to monitor policy issuance and renewals.
• Maintain and update the Endorsement Tracker, ensuring all policy amendments are recorded and completed.
• Monitor outstanding documentation and follow up internally, where required.
• Assist in maintaining policy checklists to ensure all required documents are completed before policy issuance.

Document Management

• Organize and maintain electronic filing systems and shared folders in accordance with company standards.
• Ensure client files are complete, accurate, and properly archived.
• Maintain version control of documents and presentations.

Compliance & Internal Audit Support

• Assist in preparing documentation for internal audits and compliance reviews.
• Maintain audit checklists and ensure supporting documents are readily available.
• Support adherence to company policies, procedures, and quality standards.

Reporting & Presentation Support

• Prepare PowerPoint presentations, reports, and meeting materials.
• Update dashboards, trackers, and management reports.
• Assist with data compilation and formatting for client presentations and internal meetings.

Operational Support

• Coordinate the collection and distribution of insurance cards, where required.
• Support policy documentation and administrative processes with insurers and internal teams.
• Assist with organizing meetings, maintaining action logs, and preparing meeting minutes, where required.

General Responsibilities

• Maintain the confidentiality of company and client information.
• Ensure accuracy and attention to detail in all administrative work.
• Identify opportunities to improve administrative processes and operational efficiency.
• Perform any other duties assigned by the management team to support business operations.
• Strong organizational and time management skills.
• Excellent attention to detail and accuracy.
• Good communication and interpersonal skills.
• Proficiency in Microsoft Office, particularly Excel, PowerPoint, Outlook, and Word.
• Ability to manage multiple tasks and work under deadlines.
• Strong document management and record-keeping skills.
• Team player with a proactive and service-oriented approach.

Preferred Qualifications

• Diploma or Bachelor's degree in Business Administration or a related field.
• Registered as a job seeker with the Ministry of Labour.
• Familiarity with document management systems and Microsoft SharePoint is an advantage