Office Administrator

Role : Office Administrator
Location : Dubai

Role Purpose:

Supporting the Business Banking Head.

Key Accountabilities of the role

• Manage external contacts for the Business Banking Head, proactively understanding who they are, which are priority contacts and keeping track of periodic communication needed for priority contacts.

• Design filing systems, ensure filing systems are maintained and up to date and Ensure protection and security of files and records.

• Ensure effective transfer files and records.

• Transfer and dispose records according to retention schedules and policies.

• Report to Business Banking Head on regular basis the daily correspondence with service providers as well as the business partners.

• Manage service staff, temp staff & client receptionists.

• Handling internal memos for the department & also the external communications with external service providers/parties.

• Responsible for consolidating all performance appraisals of team members & coordinate with HR for the same.

• Manage all the office expenses related to stationary, printings, premises, and other amenities.

• Coordinate with Facility Management department related to any premises issues.

• Handle the interview appointments & recruitment agencies for the Business Banking Head.

• Coordinate with IT for on boarding of the new staff members & any additional requirement related to technology.

• Oversee the team events/gathering for Business Banking.

• Compliance with ADIB internal guidelines/policies & adhere to ADIB standards & values.

• Act as part of contact for general administrative matters and support issues as and when required.

• Handle confidential information in a professional and discreet manner.

• Handle Leave and Training plans.

• Manage Business Continuity requirements related to planning, implementing and testing for the unit/dept.

Specialist Skills / Technical Knowledge Required for this role:

Minimum 6 years of experience in Professional services environment.

• Strong background of administrative issues/dealing with vendors.

• Excellent calendar management skills, including the coordination of complex executive meetings.

• Understanding of internal bank processes and facility management.

• Strong organizational and strategic planning skills.

• Time Management & Task Prioritization.

• Ability to work in teams with teamwork spirit.

• Ability to maintain a high degree of confidentiality.

• File and Document Management.

• Ability for problem solving & managing expectation.

• Good communication, interpersonal skills & fluent in English and/or Arabic.