Job Description

Will be reporting to:

Managing Director / Chief Accountant

Secretarial Responsibilities

Act as the first point of contact for internal and external communications, including phone calls, emails, and in-person visits.

Prepare and distribute meeting agendas, minutes, and follow-up actions.

Maintain organized filing systems for physical and electronic documents.

Draft correspondence, reports, and presentations as required.

Handle confidential and sensitive information with discretion.

Monitor and order office supplies to ensure smooth operation.

Manage incoming and outgoing mail and packages.

Liaise with vendors, service providers, and building management.

Administrative Responsibilities

Oversee day-to-day office operations to ensure efficiency and productivity.

Opening of Job files and coordinating with the respective sales staff for relevant document preparations.

Coordinate office maintenance and repairs, including liaising with service providers.

Maintain office equipment and manage relationships with IT support.

Support finance department with petty cash handling, invoice tracking, and expense reporting.

Monitor and maintain office budget and expenditures under supervision.

Assist in implementing and updating office policies and procedures.

Maintain records and databases including company logs, licenses, vendor contracts, and insurance documents.

Assist in logistics for company events, trainings, and meetings.

Track inventory and manage stock of stationery, kitchen supplies, and company assets.

HR Responsibilities

Assist with recruitment efforts: post job ads, schedule interviews, coordinate candidate communication, candidate screening, generating relevant reports.

Schedule and coordinate meetings, appointments, and travel arrangements for all staff on an annual basis so as to not overlap leaves.

Maintain employee records (both digital and hard copy).

Support onboarding and orientation processes for new hires.

Assist with attendance and leave tracking, timesheet collection, and compliance with company policies.

Prepare HR-related documents such as employment letters, ID cards, and forms.

Coordinate staff training sessions and performance review schedules.

Support in maintaining a positive workplace environment and enforcing workplace policies.

Help manage internal communications and employee engagement activities.

Assist with payroll preparation and submission by collecting and verifying timesheets and leave records.

Qualifications & Skills Required:

Proven experience in a similar administrative or secretarial role.

Excellent communication and interpersonal skills.

Strong organizational and multitasking abilities.

Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Ability to work independently and as part of a team.

High level of discretion, integrity, and confidentiality.

Familiarity with HR practices and office management procedures.

Job Type: Full-time

Pay: QAR3,000.00 - QAR5,000.00 per month

Application Question(s):

Why do you think you are an ideal candidate for this role? Have you worked as a Company Secretary/Administrator Role before? If yes, What kind of jobs were you doing?
Experience:

* Admin/Secreterial: 2 years (Preferred)