Operations Admin Officer

Job Summary:
The Operations Admin Officer is responsible for managing all administrative tasks related to maintenance activities, resource allocation, employee attendance, reporting, site administration, and adherence to company policies. This role provides crucial back-office support and coordination for department supervisors/managers.

Job Duties:

• Provide back-office support and coordination for department supervisors/managers.
• Manage order logs ensuring adherence to proper procedures.
• Monitor team attendance on a daily basis; notify Human Resources of any staff changes.
• Record and report on team daily work performance.
• Prepare studies and presentations as requested by section supervisors/managers.
• Monitor tickets or delayed tasks due to coordination issues; escalate as necessary.
• Handle general administrative activities to support business operations.
• Maintain proposal files, logs, photos, and process reports.
• Type daily reports on completed works.
• Calculate bonuses and manage absence reporting to HR after consultation with the Manager.
• Assist section heads in job distribution.
• Document customer and network incidents/conditions in appropriate tracking systems.

OMC (Operations Maintenance Center):

• Record engineers' vacations in online sheets.
• Respond to and manage emails related to NMC (Network Management Center) reports.
• Compile daily work tasks from online sheets and produce reports for section managers.
• Manage escalation reports for wireless and fiber problems exceeding specific resolution times and document causes.
• Review online sheet (storage output) per requested and returned documents.

Field Maintenance:

• Monitor technicians' and drivers' attendance daily.
• Assist in scheduling resources for technician teams and maintenance requests.
• Maintain vehicle and driver logs.
• Track invoices to ensure subcontractors are paid according to terms; assist with billing and invoicing reports.
• Document and file site acceptance documentation and related notes.
• Document and file approvals and permissions for employee access to exchanges.
• Coordinate with customers regarding availability for fiber optic cable maintenance.
• Prepare and submit worksheets with the finance department.
• Handle all incoming calls to the department.

Education:

• BA degree in MIS, Business Admin, or related field.

Years of Experience:

• Minimum 0-1 years experience in administrative or project coordination roles in ISP or Telecom industry.

Competencies:
Core Competencies: Quality of Result, Creativity, Agility
Managerial Competencies: N/A
Job Related Competencies: Problem Solving and System Thinking, Accuracy and Attention to Details, Personal Effectiveness, Dependability and working with minimal supervision, Time Management & Meeting Deadlines, Ability to learn new technologies, Communication and Interpersonal skills, Working with tools and Technology, Multitasking & Working under pressure

Knowledge:

• Fluent in English and Arabic (written and spoken).
• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Familiarity with company policies and procedures.
• Experience in administration, task coordination, and filing.
• Experience in project management and reporting tools.
• Excellent interpersonal skills; ability to build effective working relationships.
• Strong planning and organizational skills.
• Ability to communicate effectively with Directors, Managers, and teammates.
• Willingness and ability to quickly learn complex concepts.

General KPIs:

• Meeting Deadlines (% of Delayed Tasks).
• Accuracy in routing and filing documents.
• Implementation of filing methodologies.
• Time for providing service requests.
• Accuracy and quality of attendance checking and monitoring.
• Completeness of paperwork and data entry in the system.
• % of Government files related to any delays in payments or missing documentations.