Administration Specialist

Overview

We are currently seeking a detail-oriented and organized Administration Specialist to provide comprehensive support for our Valuation and Advisory team. You will play a key role in ensuring smooth day-to-day operations by handling various administrative tasks and supporting our staff members.

Responsibilities

• Prepare and manage bids, ensuring all necessary documents are collected, reviewed, and presented in a timely and professional manner. This includes gathering data, specifications and supporting materials.
  
• Conduct research on potential clients, competitors, and market trends is to create competitive and relevant bid proposals that reflect the company's strategic approach and value proposition.
  
• Ensure that all bids adhere to client requirements, company standards, and regulatory guidelines, reviewing all documents for accuracy, completeness, and consistency before submission.
  
• Assist with evaluating feedback from clients, tracking the status of bids, and preparing reports on bid outcomes to improve future bidding strategies and identify areas for improvement.
  
• Registering and handling different procurement portals such as Ariba and Oracle for bid monitoring and submission and invoice uploading.
  
• Make travel arrangements / inspections for team members such as booking flights, cars, hotel reservations, and corresponding Visas
  
• Organize and maintain documents, records, and files (including emails, reports, letters, schedules, forms and tender documents) in paper and/or electronic format, ensuring accuracy and easy retrieval. Ensure all documents have a file path for reference.
  
• Prepare and draft letters, reports, agendas, and papers for meetings.
  
• Inputs and updates information in databases and spreadsheets.
  
• Assist in data entry, generating reports, and compiling information as required by the team.
  
• Assist in drafting and collating pitching material.
  
• Support team members with MS Word, PowerPoint, Excel and Adobe Acrobat (PDF) based tasks.
  
• Ensure reports and outputs are in line with formatting standards.
  
• Maintain office efficiency by organizing and implementing administrative systems, procedures, and policies.
  
• Control and maintenance of team diaries, making appointments and arrangements for all meetings and inspections with clients, developers, agents, owners and colleagues.
  
• Prepare precise targeted e-marketing emails.
  
• Liaise with internal and external accounts departments as required for raising of invoices, travel and expense reporting and other items. Ensure files adhere to audit regulations.
  
• Arrange and execute post and courier services.
  
• Answer phone calls, respond to emails, and handle correspondence on behalf of the team.
  
• Handle computer/database (KF Database, Contacts Register, Hub).
  
• Manage the company’s profile in the Taqeem portal, uploading all approved report by Service Line Head on monthly basis.
  
• Maintain correct contact information on People Search for the department.
  
• Other tasks as required.
  

Skills and Qualifications

• Minimum of 5 years’ proven experience as an Administrative Assistant, Secretary, or similar role, with a minimum of 2 years involvement in bids and proposals.
  
• Excellent interpersonal and communications skills.
  
• Professional, pleasant and confident manners in making and receiving phone calls.
  
• Strong organizational and problem-solving abilities.
  
• Ability to take initiative and work proactively.
  
• Ability to work through periods of high workload.
  
• Ability to maintain and improve filing systems.
  
• Attention to detail and a high level of accuracy.
  
• Ability to maintain confidentiality and handle sensitive information.
  
• Strong team player with the ability to build relationships.
  
• Flexibility, adaptability, and a co-operative attitude.
  
• Understanding of regional business culture and regulations.
  
• Software: Microsoft Office programs (Excel, PowerPoint, Outlook and Excel) and Adobe Acrobat (PDF) to an advanced level including mail merge.
  
• Language skills: Fluency in English and Arabic, written and verbal.