Office Administrator – Purchase & Administration

About Society Qatar

Society Qatar is an innovative ecosystem combining fitness, wellness, lifestyle, and culture to redefine community engagement in Doha. It provides a modern setting where members access comprehensive services supporting both physical and mental health. The organization is dedicated to designing enriching experiences via tailored programs, events, and facilities that encourage community connections. Employees thrive in a collaborative, fast-moving environment prioritizing creativity, impeccable service, and holistic well-being.

Role Overview

The Office Administrator for Purchase and Administration oversees daily administrative functions alongside managing the company’s procurement processes. This role ensures smooth office operations, timely acquisition of goods and services, effective vendor oversight, and adherence to company standards and policies.

Key Responsibilities

• Oversee routine administrative tasks to ensure efficient office functioning.
• Maintain inventory of office supplies to guarantee availability.
• Arrange upkeep and servicing for office equipment and premises.
• Manage all correspondence, courier dispatches, and organizational filing systems.
• Draft reports, official letters, meeting minutes, and other essential administrative paperwork.
• Organize and maintain structured records of contracts and administrative documents.
• Collaborate with various departments to meet operational needs.
• Assist in planning meetings, company events, and personnel logistics.
• Ensure all administrative activities comply with internal policies and procedures.
• Identify and vet suppliers, securing competitive quotations for purchases.
• Create and process Purchase Requests and Purchase Orders accurately.
• Negotiate terms regarding prices, delivery, and payments with suppliers.
• Manage supplier contact information and assess vendor performance routinely.
• Monitor stock levels to coordinate prompt procurement actions.
• Track order fulfillment to confirm products meet specified standards.
• Cross-check invoices with purchase orders and delivery notes before processing payments.
• Keep thorough procurement records and documentation up to date.
• Ensure adherence to budgetary constraints and approval protocols in purchasing activities.
• Serve as liaison with suppliers, contractors, and service providers.
• Work closely with the Finance Department to handle payments and procurement documentation.
• Provide administrative support to HR and Operations when necessary.
• Carry out other administrative or procurement tasks as delegated by management.

Required Qualifications & Experience

• Bachelor's degree in Business Administration, Supply Chain Management, Commerce, or related areas.
• A minimum of 3 to 5 years in office administration coupled with purchasing experience.
• Proven background in procurement, vendor management, and office administrative functions.
• Experience working in Qatar is preferred but not mandatory.

Skills & Competencies

• Highly organized with strong time management capabilities.
• Excellent communication and interpersonal skills for effective stakeholder interactions.
• Skilled in vendor negotiations and supplier relationship management.
• Analytical thinker adept at problem solving.
• Proficiency in Microsoft Office Suite including Excel, Word, Outlook, and PowerPoint.
• Familiarity with ERP platforms like Odoo is advantageous.
• Ability to operate autonomously while handling multiple priorities simultaneously.
• Attention to detail, integrity, and accuracy in all tasks performed.

Performance Metrics

• Efficiency in processing purchase requests and orders promptly.
• Cost reductions obtained via successful supplier negotiations.
• Accuracy and completeness of all procurement-related documentation maintained.
• Consistent on-time delivery of purchased materials and services.
• Effective oversight of inventory and office supply stocks.
• Compliance with internal purchasing policies and authorization procedures.
• Overall enhancement of administrative operations and satisfaction among internal teams.