Administration Coordinator (General Services)

Administration Coordinator (General Services)

 Job Purpose:

To support relevant department by providing professional administration related services, enabling the team to function effectively and efficiently.

Roles & Responsibilities:

• Develop Document Control Matrix
• Maintain all IMS Related Documents by Site by topic in folders.
• Maintain summary of all IMS Related Documents for ATM, PM and NCR
• Communicated with all Site’s IMS Chairman and committees for maintaining upto date documents.
• Maintain all the IMS Related Training Record
• Arrange for IMS related trainings by coordinating with all locations and selected vendors.
• Coordinate with all locations, managers and IMS document controllers if there is any shortage of fire wardens and first aiders and arrange for training accordingly.
• Maintain the site wise document tracker.
• Distribute the IMS posters, signage, maps, plans, display board etc by site.
• Follow-up with each site IMS Document controller and the IMS Chairman for effective management of IMD documentation and timely updating the compliance.
• Carry out Incident and accident analysis, track the incident investigations and corrective/preventive actions tracker by site.
• Monthly-wise prepare incident tracker (basis B-Wise) along with security reports.
• Prepare quarterly report related to incidents.
• Maintain security enhancement tracker by site.
• Support Admin and procurement requirements for site
• GSS department filing and documentation.
• Manage the Legal Register by periodic review and escalate if there are any changes to the LM.
• Support in all external audits with proper IMS documents
• Support the team in IMS site visits across the UAE.
• Maintain MoM for all internal IMS meetings, manage meeting room bookings.
• Support HSE Manager and Executive for related documents and statistics as required.
• Maintain and update Access Control system updates to issue and remove access rights to individuals as per management direction.
• Coordinate for stationery and otter general requirements.
• Work as a back-up support for Procurement Executive
• Maintain Share Point Sites for IMS and Security (manage access levels)
• Manage consumables and signage stocks and reorder as required with management approval.
• Participate in all other departmental activities and events.

Qualification & Experience:

• Graduate preferably in commerce or engineering diploma.
• Any HSE certification like IOSH/Nebosh is added advantage.
• 2 – 3 years experience in similar role (administration, stock management, HSE)
• Well versed with MS Office especially in Excel and PPT