Administration Coordinator

 SCOPE

The Administration Coordinator is responsible for a range of administration duties as specified by the HE Certification Unit Supervisor. The duties will contribute to the overall operation of the unit.

SPECIFIC DUTIES                                                                               

·         Ensuring that the assessment/certification requests and scheduling is maintained.

·         Ensuring that all assessment/certification records/data that is the responsibility of the unit is maintained.

·  Ensuring all administrative/secretarial/clerical support to colleagues in the unit to include typing, and dispatch of reports and documents, arranging meetings, responding to internal and external queries, filing and opening and sorting incoming mail is maintained with the help of the Administrative Assistant.

·         Coordinate with customers for the HE practical assessments.

·         Sends the Pre-Confirmation to customers.

·         Once Pre-Confirmation response is received, adds the request to the schedule according to the next available date in the calendar.

·         Updates the information in the database and sends the Confirmation of Schedule and Quotation to customers for acknowledgment and request to return a copy of the Confirmation of Schedule signed and stamped with company seal and copy of payment receipt.

·         Once payment is confirmed paid, prepares the assessment materials according to the schedule confirmation.

·         Updates the status of payment in the payment tracking to determine the company who made the payment that is received directly from the system.

·         Requests invoice number from Finance Department and prepares and prints the invoices of the scheduled assessments for the day and forwards to the verifier for Arabic translation checking, have it signed by the supervisor and sends to customers during mid day.

GENERAL DUTIES / RESPONSIBILITIES

·         Maintain integrity, confidentially and security of the assessments at all times.

·         Maintain quality of work.

·         Maintain a positive attitude and work well within the team.

·         Work within the Company’s Quality Assurance procedures.

·         Be aware of the Health and Safety Regulations and uphold your responsibility to Health & Safety as an employee and pass on knowledge to peers.

·         Be aware of the necessary actions in cases of accident or fire.

·         Keep the work area clean, safe and hazard free.

·         To always act as an ambassador for the Company.

1. Knowledge Microsoft Office Programs (Access- Excel- Words- Power point ..) to an advanced level.
2. Email professional communication skills. 
3. Fluent in English. (Reading/Writing)

Bachelors degree in any related subjects