Administrative Specialist – Office & Procurement

About the role

We are looking for an Administrative Specialist to manage office operations, vendor relations and procurement activities across our sites in Oman. The role supports staff and management by handling correspondence, coordinating travel, and ensuring smooth day‑to‑day administrative processes.

Key responsibilities

• Obtain internal approvals in ERP/SAP for vendors, asset purchases and related transactions.
• Meet with vendors to coordinate all administrative activities.
• Address issues at all locations and develop solutions.
• Manage provision of rental cars and oversee day‑to‑day office functioning.
• Upload payments in relevant software and ensure completion.
• Provide administrative support to staff and management, including correspondence, document preparation and meeting scheduling.
• Arrange travel and accommodation, handling ticketing, hotel bookings and long‑term stays.
• Act as focal point for accommodation, maintain the hotel tracker and liaise with Procurement & Logistics.
• Serve as focal point for overall office management.
• Support the wider team with additional administrative tasks as needed.
• Collaborate with Finance on receipts, expenses and petty‑cash management.
• Oversee vendor‑provided cleaning staff.
• Maintain positive supplier relations, evaluate supply options, approve purchases and keep accurate records.
• Perform other admin, commercial, general management and procurement duties.

Required profile

• Minimum 3 years of relevant experience in Oman.
• Bachelor's degree (mandatory).
• Fluent English (mandatory); Arabic is an advantage.
• Experience in heavy machinery, construction, transportation or logistics sectors.
• Ability to work independently and collaboratively in a fast‑paced environment.
• Target‑oriented and currently available in Oman.

Required skills

• SAP
• ERP systems