Building # 1E Al Quds St - Dubai
PO Box 9197
United Arab Emirates, United Arab Emirates
As per Industry Standards
Dubai, United Arab Emirates
May 01, 2018
Job Posting Date:
Dec 31, 2017
Senior Administrator job vacancy at Serco in Dubai.
To provide the contract with a cohesive office administration service that promotes the timely delivery of operations and cost recovery. To coordinate and ensure the effective provision of administrative support within the contract. Oversee all administrative systems and personnel to ensure the smooth running of functions within the department.
Structure and reporting relationship:
The Senior Administrator reports to the Soft Services Manager who along with the General Manager will set department objectives and deliverables. The role will be supported by a team of Administrators and Office assistants as required.
Based on the specific requirement of the role
Provide general administrative support within the contract.
Provide supervision and coordination of the administrative staff tasks, providing advice, guidance and direction to promote the effective progression of works.
Respond to any queries or concerns relating to Admin and Finance matter in a timely and efficient manner in accordance with organisational standards and procedures.
Act as a liaison to the Contract Management relating to the monthly and annual reports.
Prepare agenda and reports for, attend and prepare minutes of meetings and take follow-up actions as requested.
Co-ordinate issue of Client and Management reports as requested.
Responsible for custody of financial information and records – Vendor contracts and correspondence – Creates and maintains vendor files and ensure that all information on contract files is kept up to date - includes original contracts and guarantees.
Captures all information relating to vendor agreements, payment requests, and purchase orders, etc. promptly.
Dealing with purchase orders, goods receipt and invoices using SAP (Property Management Software).
Ensures that all income and operating costs are correctly charged and accounted for.
Ensures that where the tenant/client is required to pay for expenditure incurred, that the proper documentation is completed and that the amounts are recovered in accordance with the agreement.
Deal with client queries and disputes, including the drafting of replies and ensure the resolution thereof
Ensures that financial month / year-end procedures and timetable are implemented accurately and promptly.
Conduct regular self-audits to validate information.
Ensure that office inventories and equipment’s are well maintained
Monitor and ensure that attendance, sickness and leave of absence records are maintained.
Co-ordinate the filing and record keeping requirements.
Provide quality control system in all IMS documentation, ensuring compliance with the ISO 9001.
Assist to deliver Strategic Asset management outcomes.
Assist Managers with planning and policy development.
Maintain confidentiality and observe data protection and associated guidelines where appropriate.
Ensures that the policies and procedures laid down by management are followed accurately at all times.
Performs miscellaneous administrative duties.
Ensure compliance with the company IMS relevant to the position.
HSQE Responsibilities and Information Security Responsibilities:
To comply with the organisation’s QHSE policies and procedures at all times.
To work safely at all times and to report all hazards and incidents to Managers
To actively participate in all QHSE training, programs, audits and inspections as and when required.
To exercise a personal duty of care for their own health, safety and welfare and to that of others.
To lead by example and ensure to protect the environment by conservation of electricity, water and other natural resources, and minimizing generation of waste.
Participate in company QHSE training, programmes, audits and inspections.
Essential technical and professional skills, knowledge and qualifications
Knowledge of the property and facility management sector is preferable.
Financial management and generally accepted accounting principles
Human resources management
Excellent MS office skills – producing reports, analysing and manipulating figures, experience with the operation of a computerised financial accounting system
Sound analytical skills
Good communication and interpersonal skills at an individual and team level.
Team leadership and management skills
Time Management Skills
Qualifications or extensive experience in Office administration
Supervisory experience within an office environment
Additional / special features of the role:
Ensure compliance with the Serco Management System and all relevant business processes, procedures and work instructions to deliver all work with appropriate quality and governance standards
Ensure security and integrity of all data provided including reporting performance, finance and customer information; reference Serco non-disclosure policy
To exercise personal duty of care for their own health, safety and welfare and for those affected by their acts or omissions; reference SMS GSOP-HSE1-6 Serco organisational HSE responsibilities
Ensure compliance with all training requirements of Serco and ensure adherence to these requirements at all times whilst in employment
Report any accidents, incidents, breaches or potential breaches to appropriate management or the speak up process