Admin Assisstant

Job description

**Job Summary**

**PRIMARY OBJECTIVE***:

- Providing administrative support and assistance to the Country Manager through coordinating, tracking and controlling administrative duties while enforcing and ensuring compliance to company policies.
**Responsibilities and Duties**

**CORE JOB RESPONSIBILITIES***:
**General Administrative tasks***:

- Providing administrative support to Country Manager and sales managers, in addition to supporting other commercial departments.
- Assist CM with preparing expense reports on a bi-weekly basis.
- Reviewing documents submitted for CM’s signature and expense reports submitted for finance and keeping copies when needed.
- Maintaining a well-organized filing system used to keep easy access to all documents requested at any time.
- Communicating Medical samples orders with distributors, receiving samples, and distributing to team while monitoring dispatch on a periodic basis.
- Promote & reflect full digestion, understanding and adherence to OEC, COBC and all other related commercial policies, providing guidance and support for frequent enquiries from the team.
**Office-Related tasks***:

- Handling office-related tasks (Office rent, PO Box renewal, maintenance contracts, parking cards,etc)
- Keeping record of current balance of promotional material and monitoring the material movement.
- Arranging and tracking courier shipments.
- Ordering and maintaining office supplies and stationary according to requirements.
**Personnel-Related tasks***:

- Keeping records of Personnel files including passports and visa copies, personal information, contact detailsetc)
- Responsible for updating organizational structure of the sales team on a regular basis.
- Arranging training for employees as per business requirements.
- Keeping track of the team’s leave balance (annual, sick, lieu, maternity) by maintaining an updated excel sheet for leaves availed and filing leave forms.
- Ordering business cards for the CM, sales managers and sales reps.
- Providing support for arranging air tickets, accommodation and visa arrangements for staff local and international trips.
- Ordering necessary IT equipment for new joiners and monitoring their onboarding procedures providing necessary support whenever needed.
**Promotional Activities tasks***:

- Responsible for collecting, preparing and filing promotional activities documents including quotations, invitations and other required documents according to the checklist prepared by OEC.
- Raising promos, preparing LPOs and BTRs and communicating with various vendors according to business requirements.
- Processing HCPs’ conference registrations (Local & International), booking air tickets and hotels when needed, and making sure all required documents are complete, approved by managers, and signed and stamped by the HCPs.
- Submitting all invoices with supporting documents for events incurred on a monthly basis and liaising with finance department for payment settlements.
- Preparing and maintaining weekly, monthly and quarterly tracking sheets for status of promotional activities and respective spending in addition to maintaining monthly closing balance of budget tracking actual spending and accruals.
**Qualifications and Skills**

To be based in Bahrain (must)

Previous experience as admin assistant is preferred

Communication skills

Computer skills (Excel, word, etc..)

Fluent English

Organized

**Job Types**: Full-time, Permanent

**Experience**:

- Admin assistant: 2 years (required)
- Excel, PowerPoint, Word: 2 years (required)

**Job Types**: Full-time, Part-time

**Language**:

- Arabic (preferred)