Operations Support Administrative

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. Show more Show less