Administrator (Temporary role)

Job PurposeSupport the effective delivery and administration of the CX Academy by managing participant enrolments, attendance tracking, program communications, and training logistics.The role ensures accurate coordination across business units, timely communication with employees and training partners, and efficient management of program records and schedules to maintain a seamless learner experience and smooth academy operations.Requirement:Under own visa or family visa sponsorshipTemporary role for 2-3 months onlyOffice location in YAS mallCan join immediatelyEducation & Qualification: Diploma or Bachelor's degree in Business Administration, HR, or related field.Proficiency in Excel, Outlook, and basic digital platforms.Administrative or HR support certifications are an advantage.Experience and Skills:Industry Experience (No. of years): 1–3 years in administrative or coordination roles, preferably within HR, training, or corporate environments.Position/functional experience (No. of years): 1–2 years managing data, scheduling, and stakeholder communication using Excel and Outlook.Competencies and Skills:Strong organization, accuracy, and attention to detail.Proficient in Excel, Outlook, and digital coordination tools.Clear and professional written and verbal communication.Ability to manage priorities and work under time pressure.Service-oriented, proactive, and solution-focused attitude.Fast learner with strong follow-through and reliability.Able to work independently and within cross-functional teams.Roles, Responsibilities, DutiesProgram Coordination & Scheduling:Manage registrations, enrolments, waitlists, and seat allocation across business units to ensure optimal program capacity and participation.Maintain accurate and up-to-date session calendars, schedules, and invites, ensuring stakeholders receive timely communication.Coordinate session logistics, including facilitator schedules, venue/virtual links, and required learning materials.Attendance & Data Tracking:Monitor attendance, cancellations, rescheduling, and substitution requests, ensuring data accuracy across all trackers and platforms.Maintain detailed Excel and digital records for participation, session outcomes, and training engagement.Produce status reports and dashboards to support program tracking, insights, and decision-making.Communication & Support:Manage the CX Academy inbox, responding to queries, guiding employees through registration procedures, and escalating issues when required.Prepare and send participant communication, including confirmations, reminders, waitlist updates, and post-program follow-ups.Serve as a primary point of contact for employees, internal stakeholders, and training partners (e.g., Les Roches).Stakeholder & Partner Coordination:Collaborate with internal teams, HR, and department coordinators to validate nominations and confirm participation lists.Coordinate with facilitators and vendors to ensure agendas, attendance lists, and resources are aligned and delivered on time.Support reporting to management and Learning & Development leadership on program throughput and participation trends.Process Improvement & Compliance:Maintain process consistency and documentation for all administrative workflows related to CX Academy.Identify and recommend improvements to streamline enrolment, communication, and tracking procedures.Maintain confidentiality and ensure compliance with data accuracy and record-keeping standards.General Administration:Organize and file program records, attendance sheets, and communication logs.Support preparation of learning materials, spreadsheets, and internal presentations when required.Occupational and workplace Health and Safety responsibilities: In addition to all job specific responsibilities, all employees are required to adhere to all Khidmah health, safety and environmental (HSE) policies, procedures, practices, and relevant legal and statutory health, safety and environmental requirements and obligations. All employees are personally responsible to familiarize themselves with these policies, procedures, practices, updates, etc. Khidmah HSE department regularly updates existing and introduce new policies, procedures and practices and each employee is personally responsible to ensure they stay updated and compliant with all such updates and new additions.Information Security responsibilities: Comply with Khidmah Information Security PoliciesBe aware of and fulfil their information security responsibilitiesEnsure whoever handles sensitive company information have taken the Security Awareness TrainingKnow how to report a security incident (to IT ServiceDesk or InfoSec).Not Disable his/her OS firewall and/or AntivirusRestrict use to authorized purposes, Protect access accounts, privileges and associated passwords.Accept accountability of his/her individual user accounts, and maintain confidentiality