JOB DESCRIPTION
Office Administrator & Executive Secretary (only Arab Nationality)
Job Title
Office Administrator & Executive Secretary
Department
Administration
Reports To
Managing Director and General Manager
Location
KJ Media Office, Doha, Qatar
Employment Type
Full-time, office-based with field visits for client collections
ROLE PURPOSE
To keep the office running smoothly and give the Managing Director and the General Manager dependable day-to-day support: handling administration, preparing correspondence and files, following up and collecting outstanding client payments, and managing appointments and schedules so that the leadership team can focus on running the business.
KEY RESPONSIBILITIES
1. Office Administration
· Assist with the daily running of the office and provide general administrative support to the team.
· Maintain organised filing systems, both physical and digital, so documents are easy to find.
· Receive visitors, handle calls and emails, and direct enquiries to the right person.
· Monitor office supplies and coordinate with suppliers and service providers as needed.
2. Letters, Documents & Files
· Prepare letters, certificates, agreements and quotations assigned by management, accurately and on time.
· Proofread all documents before issue and apply the company letterhead and format consistently.
· Prepare, update and archive client and company files; keep records complete and up to date.
· Handle confidential information and documents with full discretion.
3. Client Payments & Collections
· Follow up with clients on outstanding balances and agreed payment dates.
· Visit clients in person to collect balance payments (cash or cheque) when required.
· Issue receipts or acknowledgement letters for every payment collected and hand over funds promptly.
· Maintain a paid and pending payment tracker per client and report to management regularly.
4. Executive Support, Schedules & Appointments
· Manage the personal diaries and schedules of the Managing Director and the General Manager, including meetings, calls and reminders.
· Book, confirm and reschedule appointments, avoiding conflicts and sending timely reminders.
· Arrange travel and bookings when needed, and prepare meeting documents in advance.
· First point of contact for calls and requests for both, escalating urgent matters.
5. General
· Carry out any other reasonable administrative duties assigned by the Managing Director or the General Manager.
SKILLS & REQUIREMENTS
· Experience: Previous experience in office administration or as a secretary / personal assistant (preferably in Qatar).
· Education: Diploma or bachelor's degree in business administration or a related field.
· Languages: Strong written and spoken English; Arabic is must.
· Computer skills: Proficient in MS Word, Excel and Outlook; comfortable with email and online scheduling tools.
· Personal qualities: Professional, well organised, punctual and able to manage priorities and deadlines.
· Integrity: Trustworthy and discreet when handling money, contracts and confidential matters.
· Mobility: Valid Qatar driving licence or reliable transport for client visits and collections.
