Administrative Assistant

3 days ago

Doha, Qatar Ideas Smart Solutions Full time

**Job Summary**:
**Company's Requirements**:

- High school diploma or equivalent education required,
- 3 years of administrative assistant experience, and
- Knowledge of appropriate software including: Microsoft Office, Outlook and Adobe Acrobat

**Duties & Responsibilities**:

- Assist Operations' Manager in managing daily company operations to ensure positive, safe and profitable working environment.
- Answering queries from customers.
- Prepares sales quotation and PO
- Receive and process incoming invoices, verifying their accuracy and completeness.
- Liaise with relevant departments to ensure that invoices are properly coded and approved for payment.
- Collaborate with various departments to gather purchase requisitions and necessary documentation.
- Generate local purchase orders accurately and in a timely manner, ensuring alignment with budgetary constraints and procurement guidelines.
- Communicate with vendors to confirm order details, delivery schedules, and terms.
- Maintain records of invoices, payments, and related documentation in an organized manner.
- Assist the Operations Manager in reviewing contracts, ensuring accuracy and compliance with company policies and legal requirements.
- Identify any discrepancies or potential issues within contracts and bring them to the attention of the Operations Manager.
- Maintain a systematic filing system for contracts and related documentation.
- Address inquiries and discrepancies related to invoices promptly and professionally.
- Answers phone calls, schedules meetings and supports visitors.
- Supports team by performing tasks related to organization and strong communication.
- Workflow tracking
- Support the Operations Manager in the preparation and submission of tenders by collecting necessary documents, compiling information, and ensuring submission deadlines are met.
- Assist in organizing and documenting tender-related communications, ensuring clear records are maintained.

**Authorized to**:

- Address operational, technical and mechanical issues in a timely manner.
- Delegate daily work assignments and schedules for employees.
- Report discrepancies and problems to the supervisor
- Manage direct reporting to General Manager related to financial, business, and administration matters.

**Skills Required**:

- Reporting Skills,
- Administrative Writing Skills,
- Managing Processes,
- Organization and Interpersonal Skills,
- Analyzing Information,
- Professionalism,
- Problem Solving, and
- Inventory Control

Work Remotely
- No

**Job Types**: Full-time, Permanent

COVID-19 considerations:
All employees follow the COVID-19 protocol provided by MOPH Qatar.

**Language**:

- English (preferred)

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