Administrative Officer

Job Title: Administrative Officer Department: Administration Reports To: Finance Manager Location: Muscat, Oman Employment Type: Full-Time Job Purpose The Administrative Officer is responsible for providing effective administrative and operational support across the company, ensuring proper documentation, coordination, record keeping, and timely follow-up of administrative matters. The position reports directly to the Finance Manager and works closely with all departments to support efficient day-to-day operations. Key Responsibilities Administration & Office Management • Manage day-to-day administrative activities and general office requirements. • Maintain organized company records, correspondence, contracts, licenses, and administrative files. • Prepare letters, memos, reports, forms, and other official correspondence. • Manage incoming and outgoing correspondence and ensure proper follow-up. • Coordinate office supplies, equipment, maintenance, and service providers. • Maintain proper electronic and physical filing systems. Management & Departmental Coordination • Provide administrative support to management and department heads when required. • Coordinate meetings, appointments, and internal administrative arrangements. • Prepare meeting agendas and minutes and maintain action-point trackers. • Follow up with responsible employees and departments on outstanding actions. • Coordinate administrative requirements between Finance, HR, Sales, Projects, Property Management, and other departments. Government & Corporate Documentation • Coordinate documentation relating to government authorities and regulatory bodies. • Monitor expiry and renewal dates for company registrations, licenses, permits, insurance policies, and other statutory documents. • Coordinate with the PRO and other responsible personnel regarding government-related documentation. • Liaise with banks, auditors, legal advisers, consultants, and external parties when instructed. HR & Employee Administration • Maintain employee administrative records and documentation. • Support employee onboarding and offboarding. • Maintain attendance, leave, and other administrative records as assigned. • Prepare employment-related letters and documentation. • Coordinate visa, labour, medical, and related documentation with the relevant personnel. Operational Support • Maintain trackers for pending administrative matters and ensure timely follow-up. • Coordinate travel, accommodation, transportation, meetings, and company events when required. • Assist with procurement and vendor coordination for general administrative requirements. • Perform other administrative duties assigned by the Finance Manager or Management. Qualifications & Experience • Good written and spoken English; Arabic is must. • Diploma or Bachelor’s degree in Business Administration, Finance, Management, or a related discipline. • Minimum 2–4 years of relevant administrative experience. • Experience in real estate, property development, construction, or a corporate environment is an advantage. • Good knowledge of administrative procedures and documentation in Oman. • Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint. Required Competencies • Strong organizational and time-management skills. • Excellent attention to detail and follow-up. • Good documentation and record-keeping skills. • Professional communication and interpersonal skills. • Ability to manage multiple assignments and deadlines. • High level of confidentiality and integrity. • Ability to work independently with appropriate supervision. • Proactive and solution-oriented approach. • Strong coordination skills across departments and external parties. Show more Show less