Administration Specialist
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Key skills for this role
About the Role
Knight Frank MENA is seeking a detail-oriented Administration Specialist to support the Hospitality team with bid preparation, research, travel arrangements, document management, and general administrative tasks.
Key Skills for This Role
Responsibilities
- Prepare and manage bids, ensuring all necessary documents are collected, reviewed, and presented in a timely and professional manner
- Conduct research on potential clients, competitors, and market trends to create competitive bid proposals
- Ensure that all bids adhere to client requirements, company standards, and regulatory guidelines
- Assist with evaluating feedback from clients, tracking the status of bids, and preparing reports on bid outcomes
- Make travel arrangements for team members such as booking flights, cars, and hotel reservations
- Organize and maintain documents, records, and files in paper and/or electronic format
- Prepare and draft letters, reports, agendas, and papers for meetings
- Input and update information in databases and spreadsheets
- Assist in data entry, generating reports, and compiling information as required by the team
- Assist in drafting and collating pitching material
- Support team members with MS Word, PowerPoint and Excel based tasks
- Ensure reports and outputs are in line with formatting standards
Requirements
- Minimum of 5 years proven experience as an Administrative Assistant, Secretary, or similar role
- Minimum of 2 years involvement in bids and proposals
- Excellent interpersonal and communications skills
- Professional, pleasant and confident manner in making and receiving phone calls
- Strong organizational and problem solving abilities
- Ability to take initiative and work proactively
- Ability to work through periods of high workload
- Ability to maintain and improve filing systems
- Attention to detail and a high level of accuracy
- Ability to maintain confidentiality and handle sensitive information
- Strong team player with the ability to build relationships
- Flexibility, adaptability, and a co operative attitude
Full Job Posting
Overview
- We are currently seeking a detail oriented and organized Administration Specialist to provide comprehensive support to our Hospitality team. You will play a key role in ensuring smooth day to day operations by handling various administrative tasks and supporting our staff members.
Responsibilities
- Prepare and manage bids, ensuring all necessary documents are collected, reviewed, and presented in a timely and professional manner. This includes gathering data, specifications and supporting materials.
- Conduct research on potential clients, competitors, and market trends is to create competitive and relevant bid proposals that reflect the company's strategic approach and value proposition.
- Ensure that all bids adhere to client requirements, company standards, and regulatory guidelines, reviewing all documents for accuracy, completeness, and consistency prior to submission.
- Assist with evaluating feedback from clients, tracking the status of bids, and preparing reports on bid outcomes to improve future bidding strategies and identifies areas for improvement.
- Make travel arrangements for team members such as booking flights, cars, and hotel reservations.
- Organize and maintain documents, records, and files (including emails, reports, letters, schedules, forms and tender documents) in paper and/or electronic format, ensuring accuracy and easy retrieval. Ensure all documents have a file path for reference.
- Prepare and draft letters, reports, agendas, and papers for meetings.
- Inputs and updates information in databases and spreadsheets.
- Assist in data entry, generating reports, and compiling information as required by the team.
- Assist in drafting and collating pitching material.
- Support team members with MS Word, PowerPoint and Excel based tasks.
- Ensure reports and outputs are in line with formatting standards.
Requirements
- Minimum of 5 years proven experience as an Administrative Assistant, Secretary, or similar role, with a minimum of 2 years involvement in bids and proposals
- Excellent interpersonal and communications skills.
- Professional, pleasant and confident manner in making and receiving phone calls.
- Strong organizational and problem solving abilities.
- Ability to take initiative and work proactively.
- Ability to work through periods of high workload.
- Ability to maintain and improve filing systems.
- Attention to detail and a high level of accuracy.
- Ability to maintain confidentiality and handle sensitive information.
- Strong team player with the ability to build relationships.
- Flexibility, adaptability, and a co operative attitude.
- Understanding of regional business culture and regulations.
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