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Job application - Office Administrator

Job Description – Office Administrator
Job Title: Office Administrator
Reports To: Business Development Manager / Managing Director
Location: Basra, Iraq
Employment Type: Full-Time
Role Overview
The Office Administrator at TASAFI is responsible for ensuring operational discipline, task tracking, and smooth coordination across departments. This role guarantees that no Order, project milestone, or company task is forgotten by maintaining trackers, issuing reminders, and escalating overdue actions.
The Office Administrator acts as a central link between management, staff, vendors, and clients, ensuring effective communication, accurate documentation, and consistent follow-up.
Key Duties & Responsibilities
1. Task Tracking & Enforcement
Maintain and update company trackers (POs, project milestones, client commitments).
Monitor task progress daily and issue reminders to responsible staff.
Escalate overdue tasks factually with clear status reports.
Prepare and submit weekly operational reports to management (delays, pending actions, risks).
2. Communication & Coordination
Act as the main communication bridge between management and staff.
Draft and circulate internal communications, reminders, and announcements.
Support organization of meetings, vendor calls, client visits, and site activities.
Record meeting minutes, action points, and ensure follow-up on commitments.
3. Scheduling & Organization
Manage the company calendar (appointments, deadlines, project timelines).
Coordinate with internal teams and external partners to align schedules.
Ensure timely follow-up on assigned commitments.
4. Documentation & Record Keeping
Maintain proper filing of POs, contracts, project files (digital and physical).
Ensure all documents are updated, retrievable, and securely archived.
Maintain confidentiality of sensitive records and company information.
5. Office & HR Support
Monitor and manage office supplies, equipment, and service providers.
Support onboarding of new employees (workspace setup, documentation, system access).
Assist in maintaining employee records and office compliance files.
Qualifications & Skills
Bachelor’s degree in business administration, Management, or related field (preferred).
Minimum 2 years of experience in administration, coordination, or operations support.
Strong organizational and multitasking skills with attention to detail.
Assertive but diplomatic in following up with colleagues and enforcing deadlines.
Proficiency in MS Office, Excel, and Zoho (or similar ERP/CRM systems).
Excellent communication skills in Arabic & English.
High level of discretion in handling confidential information.
Key Attributes
Professional, reliable, and proactive.
Strong sense of discipline and accountability.
Ability to work independently while coordinating with multiple departments.
Flexible and adaptable to changing priorities.
Key Performance Indicators (KPIs)
100% of tasks, POs, and project milestones logged and tracked.
Daily reminders issued and followed up without management intervention.
Weekly operational report delivered on time.
Reduction in overdue tasks and delayed confirmations.

Basic Information

Do you have experience in Administration, Operations or coordination roles?

Do you have experience in Administration, Operations or coordination roles?
A
B

Have you ever been responsible for tracking tasks deadlines and following up with colleagues until completion?

Have you ever been responsible for tracking tasks deadlines and following up with colleagues until completion?
A
B

Rate your Excel / Google Sheets Skills:

Rate your Excel / Google Sheets Skills:
A
B
C

Have you used any ERP/CRM tools like ZOHO, SAP or Odoo?

Have you used any ERP/CRM tools like ZOHO, SAP or Odoo?
A
B

you see an invoice that is overdue by 3 days, and the Account manager has not updated you. What would you do?

A manager gave a deadline to a staff member. You checked the tracker, and the task is not done by the due date.

when would you remind the staff member?
When would you escalate to management?

How Comfortable are you with reminding senior colleagues about overdue tasks

How Comfortable are you with reminding senior colleagues about overdue tasks
A
B
C

Describe your Work Style in one Line

What motivates you more?

What motivates you more?
A
B

This role requires being firm but polite when following up, do you believe you can handle that?

This role requires being firm but polite when following up, do you believe you can handle that?
A
B

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