Administration Coordinator
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Job Description:
Administration Coordinator
Corporate & Commercial
Qatar Airways
212182
Doha, Qatar
Qualification & Experience:
- High School Qualification / Vocational Qualification /Diploma or Equivalent (Type of Diploma Based on Role) with Minimum 3 years of job-related experience OR
- Bachelor’s Degree or Equivalent with Minimum 2 years of job-related experience.
- Relevant Vocational, Tertiary or Trade qualification
- Certificate in Computer applications – MS office (Word, Excel, Power point, Access)
- Ability to work in a cross-culture environment
- Excellent communication and computer skills
- Excellent written/spoken English
- Maintain confidentiality and self-discipline
- Should be motivated, responsible and focused
Roles and Responsibilities:
- Performs various secretarial and administrative duties to support requirements and maintain the department functions smoothly on a daily basis. Handles a wide variety of situations and tasks involving the administrative function of the office. Tactfully handles enquiries and/or refer to appropriate personnel/department.
- Manages, coordinates and maintains calendar of appointments, travel arrangements, records of communication (documents, faxes, mail) to meet the requirements of the Production Oversight & Aircraft Deliveries department, to record, filter, disseminate and communicate all incoming and outgoing matters.
- Provides business documentation support, including report writing, presentation creation and spreadsheet preparation and distribution of such materials.
- Compiles reports as directed and ensure that all files are complete and properly maintained.
- Independently manages multiple tasks and assigned projects whilst respecting the deadlines and simultaneously ensuring the integrity of all information and data.
- Communicates and provides information internally and externally to assist and enable administrative support and effective service to the concerned sections.
- Refers routine matters to appropriate person for action and follows up to ensure completion.
- Tracks department staff duty travel papers (exit permits, tickets, per diem allowances, hotel and visas).
- Establishes a confidential filing system for all correspondence generated to and from the Production Oversight & Aircraft deliveries Department, categorizes and maintains manuals, sensitive correspondence and other source material.
- Prepares and distributes correspondence, send faxes, reply to emails and telephone calls.
- Follow-up with other sections/departments to ensure that requests are carried out and activities are coordinated.
- Arranges required office equipment for new and existing staff. and accesses and maintains records for Department Assets.
- Perform other department duties related to his / her position as directed by the Head of the Department
Additional Accountabilities: Administrative Support:
- Provides efficient administrative support, with minimal instructions.
- Enhances office administration procedures within the unit.
- Remains informed on relevant Company policies and procedures and guides department staff as and when required.
- Promotes high standards of corporate values through correspondence, telephone and personal contact.
- Keeps and maintains of all the tracking for the in box and outbox.
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