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Departmental Coordinator

2 weeks ago

Doha, Baladīyat ad Dawḩah, Qatar Ali Bin Ali Full time

We are seeking a highly organized and skilled Departmental Coordinator to join our team at Ali Bin Ali. The successful candidate will be responsible for creating and maintaining a productive work environment and ensuring high levels of organizational effectiveness and communication.

Responsibilities:

  1. Schedule Management: Manage calendars for senior management, ensuring up-to-date changes on a regular basis.
  2. Support Services: Provide general support to visitors and participate in meetings, taking minutes and communicating key points effectively.
  3. Document Preparation: Draft correspondence and other documents as required by senior management and legal counsels.
  4. External Interactions: Interact with external customers for document transmittal, follow-up, and coordination.
  5. Financial Management: Manage office expenditure and budgets efficiently.
  6. Inquiries and Support: Serve as the point of contact for all legal inquiries and requests, addressing employee queries regarding office management.
  7. Regulatory Compliance: Follow up with concerned legal counsel on updates of government regulations and laws to ensure full compliance.
  8. Record Keeping: Maintain and track all legal information/records/cases/projects at all times.
  9. Clients and Projects: Support legal counsels in interacting with clients and conducting research and investigations in support of legal matters.
  10. Reporting and Updates: Provide legal updates to all departments and divisions, organizing the office layout and managing supplies and equipment.
  11. Relationships and Projects: Plan in-house or off-site activities, manage relationships with law firms and service providers, and act as project coordinator for all projects locally and internationally.
  12. Compliance and Governance: Participate in monitoring and coordinating legal compliance activities, follow up on implementation, and report discrepancies to senior management.
  13. Team Management: Manage the administrative team in the legal department, organize office operations and procedures, and liaise with HR on team development and training.
  14. Systems and Data: Implement and manage all administrative systems, including archiving, shared folders, and tracking logs, identify needs and improve opportunities, providing recommendations for data management systems for contracts.
  15. Data Analysis: Gather and analyze data from multiple sources to provide insights and proper information to legal counsels on various contracts and documents.

Requirements

  • Education: Bachelor's Degree in Law, Business, Sociology, HR, or Political Science.
  • Experience: At least 5 years of experience as an Office Manager, Front Office Manager, executive secretary, or personal assistant (for senior management).
  • Skills: Good knowledge of office administrator responsibilities, systems, and procedures; familiarity with Qatar laws, regulations, and court procedures.
  • Languages: Fluency in both English and Arabic; French is a plus.
  • Communication: Excellent written and verbal communication skills.
  • Technical Skills: Proficiency in MS Office.
  • Time Management: Excellent time management skills and ability to multi-task and prioritize work.
  • Organizational Skills: Strong organizational and planning skills in a fast-paced environment.
  • Creativity: A creative mind with the ability to suggest improvements.
  • Presentation: Charismatic and well-presented at all times.