Roles & Responsibilities
Provides general administrative support to ensure efficient operation of the office. Assists in coordinating daily activities, supporting visitors, and handling a variety of clerical tasks, including phone calls, scheduling, filing, typing, copying, binding, and scanning. Supports the team by managing administrative projects and helping ensure timely completion of tasks. Additionally, assists in the preparation and submission of bids and tenders by coordinating documentation, tracking deadlines, and ensuring compliance with submission requirements.
Key Accountabilities:
- Answers phone calls, schedules meetings, and welcomes/supports office visitors.
- Performs administrative duties such as filing, typing, copying, binding, and scanning.
- Assists in organizing and maintaining digital and physical records and documents.
- Completes operational requirements by scheduling and assigning administrative projects, and expediting work results.
- Supports the preparation, coordination, and submission of bids and tenders, ensuring all documentation is compiled, formatted, and submitted in line with deadlines and client requirements.
- Maintains a calendar of tender deadlines and follows up on pending submissions.
- Coordinates with internal departments to gather required information for proposal preparation.
- Ensures compliance with bidding instructions and assists in formatting proposals and technical/commercial documents.
- Supports procurement or sales teams during the tender process when needed.
POF Process – UAE, Qatar, and KSA
- Maintaining TT
- Maintaining Zoho client Contracts
- Maintaining internal client Zoho WorkDrive
- Invoice to clients
- Order Process (PO to Vendor & Follow-up)
- Delivery of orders to clients
- Vendor/Partner & SQ1 Agreement Process
Technical Support
- Continuously Check Zoho Desk Ticket Monitoring
- Ensuring that tickets are assigned and attended.
- Follow up and monitor each ticket.
- Escalate situations if necessary.
Daily Time Sheet Monitoring
- Send daily Reminders to all Managers for Time Sheet Approval
- Reminding all team members to submit their TS.
- Attendance – Upload
- Daily Technical Team Attendance – Upload
- Daily Onsite Sales Meetings Monitoring
