Administrative Assistant
- Posted 06 May 2024
- LocationDubai City
- Job type SEED - Permanent
Job description
Administrative Responsibilities:
Maintenance and accurate recording of employee attendance for payroll purposes.
Timely dispatching of customer invoices and delivery advices, ensuring accuracy.
Coordination of inbound and outbound courier shipments, including documentation and tracking for timely delivery and receipt.
Maintaining a professional and welcoming atmosphere at the reception area.
Facilitating the process of obtaining Jafza passes for visitors, ensuring compliance with regulations.
Managing the reception area, screening calls, and directing inquiries appropriately.
Assisting with special projects and initiatives as required.
Updating and maintaining accurate records and databases.
Providing comprehensive administrative support to the office manager.
Assisting in processing supporting bills and reimbursements for the office manager.
Managing schedules, organizing meetings, and maintaining office records.
Assisting in scheduling meetings, booking conference rooms, and preparing meeting materials.
Providing administrative support, including data entry, file organization, and document preparation.
Coordinating appointments, meetings, and conference calls.
Ensuring the security of physical and electronic files.
Obtaining quotations for freight charges from freight companies.
Safety and Compliance Responsibilities:
Organizing and conducting annual mock drills for emergency preparedness.
Registering and booking company delegates for various trainings.
Coordinating safety maintenance services and overseeing maintenance contracts.
Conducting ISO audits to ensure compliance with quality management standards.
Managing the reception area and coordinating inbound and outbound couriers.
Dispatching customer invoices and maintaining attendance records.
Visa and Travel Coordination:
Maintaining meticulous records of visa documentation.
Making travel arrangements and assisting in ticket issuance and visa applications.
Coordinating with vendors and obtaining quotes for services.
Facilitating the order process and monitoring vendor performance.
Planning and executing company events, conferences, and exhibitions.
Onboarding and Offboarding Support:
Facilitating the onboarding process for new hires and supporting the offboarding process.
Maintaining accurate records of employee onboarding and offboarding activities.
Requirements:
Bachelor’s degree in business administration preferred.
Minimum 4 years of experience as an administrative assistant or office coordinator.
Strong organizational, multitasking, and communication skills.
Proficiency in MS Office.
Attention to detail and problem-solving abilities.
Knowledge of administrative procedures and systems.
Ability to prioritize tasks and work independently under pressure.
Fluent in English.
Familiarity with safety and compliance regulations.
Experience in event planning and vendor management desirable.
Familiarity with ISO Certification required.
Experience in visa processing and travel coordination required.
Ability to maintain confidentiality and professionalism.