Principal Accountabilities: The Administrator will support various business processes of the operations department related to its activities.
Reporting to the Lead OPS Manager and in collaboration with Supervisory staff, s/he will be working with the team of approx. 30 technical employees to facilitate needs of internal (logistics, production, HR, finance and accounting, client servicing etc.) and external stakeholders (mainly – printing houses).
Duties and responsibilities
- Artwork Production & Print works Coordination
- To work closely with the inhouse artwork production team and oversee the printing workflow.
- Prepare Purchase Orders to printing contractors.
- Consolidation of documents upon goods receipt (quotations, delivery notes, purchase orders, invoices)
- Compiling of monthly reports on the printing works expenditures (PO statement) to the finance department
- Coordinate the shipment of artwork samples to clients and agencies.
- Maintain work orders, proofs of posting, and the posting database.
- Warehouse Management
- To support warehousing with entry of data into ERP software (SAP) and to back up the logistics manager.
- Goods movements SAP.Generate stock reports
- Raise POs for non-printing requirements as required.
- Co-ordinate and process truck hire requests for operational requirements.
- Inventory Management
- Manage advertising inventory management system (ODEX)
- Generate Build Status, Inventory, and Electricity Consumption reports.
- Update inventory specifications and asset information whenever required.
- Reporting & Administration
- To prepare and maintain operational and departmental reports:
- Generate monthly printing expenditure reports and share analysis with Production team and Lead operations manager.HR reports including mobile bill consumption, carpool, and public transport.
- Weekly and monthly operational reports for management.
- Monitor team leaves applications.
- Manage the issue tracking system and operational requests by logging stakeholder queries, assigning them to the right owners, monitoring resolution, keeping requesters updated.
- Database & Permit Management
- To maintain operational databases and permit records:DA access passes and related documentation.
- Vehicle passes, parking permits, and related records.
- Staff employment visas monitoring
- Material passes and equipment permit records.
- Ensure all records are accurate and up to date.
- Request renewals to PRO, HR, Pass Officer
- HR & Employee Coordination
- To support HR administration and employee coordination:
- Act as the Coordinator between HR and the Operations team.
- Maintain physical and digital employee records.
- Coordinate warehouse staff activities and HR events.
- Monitor employee documentation and administrative requirements.
- Office & Warehouse Administration
- To manage general office and warehouse administration:
- Procure office stationery and pantry supplies.
- Manage petty cash and maintain related records.
- Coordinate warehouse maintenance activities.
- Support general administrative functions within the department.
- Process Improvement & Digital Systems
- To support continuous improvement of operational systems:
- Maintain operational systems, databases, and dashboards.
- Support digital process improvements and workflow automation initiatives.
- Assist with data management to improve operational efficiency.
- Qualification and skills:
- Degree in Business Administration
- Minimum 2 years of local working experience Excellent written and oral communication skills
- Excellent computer skills, sound knowledge of Excel
- Experienced in SAP (procurement and logistics modules) - mandatory
- Familiar with databases
- Understanding of stock management
- Good clerical and administrative skills
- Honesty and reliability
- Understanding of confidentiality related matters
- Advantage will be given to candidates with administrative experience in operations, production facilities, printing houses, or out-of-home media.
- SAP logistics and procurement experience is essential for this role, while a valid driving licence and private vehicle are highly preferred due to the Al Qusais Industrial Area 5 location and limited public transport access.
