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.
