Company Description

KAYAN is an architecture and construction company based in Kuwait City, offering a one-stop shopping concept from design conception to interior design. Projects are a blend of contemporary and vernacular concepts, combining modern design with local traditions and history.

Position Summary:

The Administrative Secretary is a vital role responsible for ensuring the efficient operation of the office. This position requires fluency in both Arabic and English (reading and writing) and involves managing administrative tasks, supporting upper management, and maintaining a welcoming and organized office environment.

Requirements and Qualifications:

Minimum 4 years of experience.

Fluent in Arabic & English (Reading and Writing).

Previous working experience as an Office Coordinator.

BSc/Ba in Business Administration or a similar relevant field.

Must be a residence of Kuwait (Transferable article 18)

Applicable knowledge of basic bookkeeping principles and office management systems and procedures.

Hands-on experience with “back-office” and accounting software.

Outstanding communication and interpersonal skills.

Excellent organizational and time management skills.

Ability to multitask effectively.

Proactive problem solver.

Duties and Responsibilities:

Follow office workflow procedures to ensure maximum efficiency.

Maintain files and records with effective filing systems.

Schedule agendas, travel arrangements, and appointments for upper management.

Manage phone calls and correspondence (e-mails, letters, packages, etc.).

Monitor office expenditures and handle all office contracts (rent, service, etc.).

Perform basic bookkeeping activities and update the accounting system.

Welcome visitors and internal employees with a cheerful disposition.

Address customer complaints or issues.

Maintain office equipment, ensuring copiers and other machines are operational and fully stocked with supplies.

Monitor office supplies inventory and place orders as needed.

Support meeting and conferencing needs.

Maintain a clean and organized office environment.

Assist in vendor relationship management.

Skills

Key Competencies:

Strong attention to detail.

Ability to work independently and as part of a team.

High level of professionalism and integrity.

Adaptability and the ability to thrive in a fast-paced environment.