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.