Expires soon KPMG SA

Business Unit Administrator - Oman

  • Muscat, Oman
  • Bachelor's Degree
  • Administration

Job description

Department: Facilities

Designation: Business Unit Administrator

Location: Muscat, Oman

Typical Experience/Qualifications:

- Bachelor's Degree

- Local experience of at least 3 - 4 years in a similar role

Job Purpose:

Provide secretarial and administrative support to a department working with a wide portfolio of key clients in UAE and ensure that the department runs smoothly. Ensure that the partners, managers and department are fully supported in terms of their administrative and secretarial requirements.

Key Responsibilities:

- Answer internal and external calls promptly and politely. Ensure that accurate telephone messages are taken and distributed and queries are dealt with effectively

- Prepare correspondence and format presentations and reports

- Manage the diary and calendar of the department Partner

- Arrange internal meetings and coordinate room and equipment reservations

- Coordinate external appointments such as client meetings and conferences

- Maintain an updated list of clients

- Open job codes, raise and maintain records of fee notes and invoices and provide monthly report of the same

- Assist in the entry, update, collation and analysis of data from the management information system (MIS)

- Liaise with engagement managers and provide them with appropriate information to enable them to fulfill their financial responsibilities including raising fees, collecting debts and recording job costs accurately

- Assist in the preparation of the department budget, target and projections, primarily the populating of data

- Liaise with HR and Facilities team in the on-boarding of new staff

- Organize the process of timesheet control and approval to ensure compliance with the appropriate procedures and that all timesheets are completed on time

- Responsible for checking, monitoring and the initial approval of staff leave requests

- Prepare and monitor staff schedules with clients

- Allocate Inter-Emirate transportation reimbursement per client

- Liaise with the Travel Coordinator for the accommodation and travel requirements for the department staff

- M onitor training calendar for the department

- Liaise with HR for other staff queries and requests whenever required

- Ensure all filing systems and archive records are accurate and up-to-date

- Liaise for the document printing, binding, photocopying, inter-office mails and external courier

- Develop a comprehensive knowledge of the partner's and team's business contacts and general awareness of all business issues in which the team is involved

Relevant IT skills and behaviors

Email correspondence

MS Office

Person Specifications

- Excellent operations skills

- Honest, trust worthy and reliable

- Able to work under pressure

- Pro-active approach

- Ability to multi- task

- Good communication and inter-personal skills

- Ability to work independently with minimal supervision

- Excellent customer service skills

- Smart and presentable

- Pleasing personality

Linguistic skills

Good communication skills in English (reading, writing and speaking)

Basic Arabic would be an advantage

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