Administration Specialist

Makeen Technical Services

Job Purpose / Objective

The Administration Specialist will be responsible for providing comprehensive administrative support to the MRO Department. This role will involve managing office operations, coordinating business travel, overseeing fleet management, and ensuring compliance with administrative procedures and guidelines. The Specialist will play a key role in creating a productive and efficient work environment while contributing to the overall success of the department.

Key Accountabilities

Office Administration and Operations

• Assign office and cubicle spaces to optimize workflow and utilization.
• Oversee repairs, cleaning, and janitorial services to maintain a functional and clean work environment.
• Manage office supplies, equipment maintenance, and reception area operations.
• Ensure a clean and organized workplace by coordinating housekeeping activities.
• Handle office insurance matters and maintain up-to-date records.
• Manage parking assignments and coordinate access cards for employees.

Service Level Agreements and Contracts

• Collaborate with the Administration Manager to establish and maintain service-level agreements with vendors.
• Coordinate contracts for travel agencies, catering services, and other vendors as needed.

Business Travel Management

• Arrange and coordinate business travel, including transportation, accommodation, and per diem processing.
• Make hotel and airline bookings while ensuring cost-effectiveness and adherence to company travel policies.

Administration Procedures and Guidelines

• Administer and ensure compliance with policies, procedures, and guidelines for areas such as vehicle usage, mobile phone policies, travel, and general office procedures.
• Communicate and train MRO employees on these procedures to ensure understanding and compliance.

Catering and Event Management

• Organize weekly breakfast sessions for employees, ensuring timely delivery of food and beverages.
• Coordinate catering services for special events or meetings, considering dietary preferences and restrictions.

Fleet Management and Logistics

• Collaborate with the Administration Manager to develop and implement comprehensive fleet management strategies.
• Analyze fuel consumption data to identify opportunities for cost reduction.

Oversee the maintenance schedule for company vehicles, ensuring timely servicing and adherence to safety regulations.

• Manage and book vehicles for other departments within the Administration Team and Corporate Services Business Line.
• Implement and maintain a robust system for vehicle tracking and data management.
• Liaise with other departments regarding vehicle needs, fleet management initiatives, and policy development.

Vehicle Maintenance and Cleanliness

• Establish and enforce high standards for vehicle cleanliness and presentation.
• Conduct regular vehicle inspections to identify potential issues and coordinate repairs.
• Develop strong relationships with vehicle providers and repair workshops to ensure high-quality service and cost-effectiveness.