Receptionist/Administration Assistant

Receptionist / Administration Assistant Location: Muscat, Oman Reporting To: HR Manager Job Summary The Receptionist / Administration Assistant is responsible for providing general administrative and secretarial support to the Company, including managing reception activities and serving as the overall IT representative for SCESO. The role also supports travel and event coordination, HR administration, training coordination, internal communications, employee engagement, employer branding activities, and first-line IT support to ensure efficient operations, accurate record keeping, and a positive employee and visitor experience. Key Responsibilities Administration & Business Support • Provide administrative and secretarial support to Company Management. • Liaise with suppliers, clients, and other Sumitomo offices regarding business visits. • Support visitors during visits to company sites and facilities. • Coordinate travel arrangements including flights, hotels, transport, visas, travel settlements, and related documentation. • Prepare and process payment requests, payment vouchers, receipt vouchers, LPOs, and PEGA registrations. • Follow up on pending approvals, outstanding invoices, and vendor payments. • Support finance month-end activities by coordinating invoices, delivery notes, and statements of account from vendors. • Prepare official company documents for submission to relevant entities. • Coordinate company vehicles for official business requirements. • Manage shipments and maintain shipment logs. • Maintain contract logs and document storage records. • Perform filing and maintenance of company records and documentation. • Update inventory and proprietary software records and generate required reports. • Coordinate company events, seminars, meetings, and related logistics. • Maintain travel, leave, booking, and expatriate travel records. • Support QHSE activities and emergency evacuation responsibilities when required. • Undertake ad-hoc projects, general affairs, and administrative duties as assigned. Reception & General Administration • Manage reception activities and handle incoming calls. • Book hotels and accommodation as required. • Manage office stationery and stock requirements. • Handle incoming and outgoing mail distribution. • Manage cheques and corporate gifts. • Process entertainment applications and related administrative requirements. • Prepare and distribute monthly meeting minutes. • Maintain office notice boards, logs, and filing systems. • Support recruitment administration, onboarding activities, training administration, and employee record maintenance. • Prepare and coordinate internal communications, announcements, and company updates. • Coordinate employee engagement activities, staff events, recognition programs, and internal campaigns. • Support employer branding and corporate branding initiatives. • Manage and update the Company's LinkedIn page in coordination with management. IT Support & IT Promoter Activities • Act as the SCESO IT Promoter and primary liaison with central and regional IT teams. • Use and support the PEGA system. • Maintain and update SCESO user lists. • Provide basic troubleshooting for email and IT-related issues. • Attend IT Promoter meetings and communicate IT-related updates. • Configure mobile phones and laptops for employees. • Coordinate IT onboarding activities for new employees. • Label and maintain records of IT assets and fixed assets. • Coordinate SIM card activation and distribution. • Maintain relationships with IT vendors and telecommunications providers. • Monitor server room records and IT equipment logs. • Manage visitor access cards and ensure proper return procedures. • Support access management through Bio Star and related access systems. • Ensure completion of mandatory IT training by employees. • Maintain records of IT assets, user accounts, access rights, and assigned equipment. PRO Support • Provide support for PRO-related activities during the absence of the designated PRO. Experience Key Requirements: • Previous experience in administration, HR coordination, training coordination, internal communications, or employee engagement is preferred. • Experience working within an international company environment is preferred. Skills & Competencies • Excellent knowledge of Windows and Microsoft Office applications. • Good communication skills in both English and Arabic. • Good numerical skills. • Strong time management and workload prioritization abilities. • Good coordination and organizational skills. • Strong written communication and content preparation skills in English and Arabic. • Ability to maintain confidentiality of employee and company information. • Basic knowledge of recruitment, onboarding, and training administration. • Familiarity with LinkedIn and corporate communication activities. • Ability to coordinate multiple tasks, events, and stakeholders while meeting deadlines. • Friendly, supportive, and service-oriented attitude. • Flexible and adaptable to changing business requirements.

Previous experience in administration, HR coordination, training coordination, internal communications, or employee engagement is preferred. Experience working within an international company environment is preferred.