Administration Services Specialist

About the role

The Administration Services Specialist independently leads key administrative and procurement activities, ensuring operational excellence across all administrative functions. This role coordinates between departments, optimises resource usage, and drives continuous improvement of processes.

Key responsibilities

• Ensure optimal functioning of office operations, including health, safety, cleanliness, and facility maintenance, anticipating needs and proactively resolving emerging issues.
• Monitor and manage inventory levels of office supplies and equipment, validate procurement needs, and ensure accuracy of supplier invoices.
• Compile, analyse, and interpret data to generate reports, summaries, and correspondence; identify data inconsistencies and resolve them with minimal supervision.
• Organise, improve, and maintain advanced filing and data‑retrieval systems to ensure accessibility, confidentiality, and data integrity.
• Support corporate events and entertainment programmes through proactive coordination and logistical planning.
• Lead coordination of assigned internal projects or initiatives by liaising with cross‑functional stakeholders and external vendors to meet timelines and deliverables.
• Carry out procurement activities following established procedures, review quotations and vendor proposals, and contribute to supplier negotiations and selection.
• Collaborate with internal departments to finalise specifications for goods and services, ensuring alignment with operational needs and budget guidelines.
• Track and coordinate contract renewals and procurement follow‑ups to ensure business continuity and supplier compliance.
• Assist in research, preparation, and implementation of Corporate Social Responsibility (CSR) initiatives and promote awareness of CSR trends.
• Support monitoring of administrative staff and subcontractor performance by gathering feedback and suggesting improvements.
• Conduct routine checks on security and access‑control systems and recommend enhancements.
• Support stakeholder meetings by scheduling sessions, preparing calendar invitations, and ensuring alignment on timing and attendance.

Required profile

• Fluency in English and Arabic.
• Proficiency in Microsoft Office.
• Bachelor’s degree in Business Administration or a related field.

Required skills

• Microsoft Office (Word, Excel, PowerPoint, Outlook).