Secretary to Director of Engineering

Shangri-La Barr Al Jissah, Muscat

Sultanate of Oman

Nestled in between the dramatic backdrop of rugged mountains and the pristine waters of the Sea of Oman, Shangri-La Barr Al Jissah is set on 124 acres of stunning scenery and home to three spectacular hotels:

1. The family oriented Al Waha comprises 262 rooms.
2. The diverse Al Bandar comprises 198 deluxe rooms.
3. The luxurious and most exclusive Al Husn has 180 elegantly appointed guestrooms and suites.

The resort also features:

1. 18 Food and Beverage outlets,
2. 1,056 sqm ballroom with 8 breakout rooms,
3. A wide variety of recreational facilities, and
4. Two spas including the sole Luban Spa in Oman.

Job Summary

The Engineering Department Secretary provides administrative support to the Engineering team, ensuring smooth and efficient operations within the department. This role requires excellent organizational skills, attention to detail, and the ability to manage multiple tasks while maintaining confidentiality and professionalism.

Responsibilities

1. Provide comprehensive administrative assistance to the Director of Engineering and the engineering team.
2. Manage the department's daily schedule, including arranging meetings, appointments, and conference calls.
3. Prepare and distribute meeting agendas, minutes, and other relevant documents.
4. Maintain organized filing systems, both electronic and physical, for all departmental documents, including reports, permits, correspondence, and maintenance records.
5. Assist in the preparation and submission of reports, ensuring accuracy and timeliness.
6. Serve as the primary point of contact for internal and external communications directed to the Engineering department.
7. Handle incoming calls, emails, and other correspondence, responding or redirecting as appropriate.
8. Monitor and manage office supplies, ensuring that the Engineering department is adequately stocked.
9. Coordinate the ordering of supplies and equipment needed for the department.
10. Assist in coordinating departmental activities, including organizing training sessions, site visits, and other events.
11. Assist in tracking departmental expenses and maintaining records of purchases and budgets.
12. Perform other tasks and responsibilities as assigned by the Director of Engineering.

Requirements

1. Diploma or equivalent qualification in Business Administration, Office Management, or a related field.
2. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
3. Strong organizational and multitasking abilities.
4. Excellent verbal and written communication skills in English; knowledge of Arabic is an advantage.