Job description
We are seeking a highly organized and proactive Admin Assistant and Secretary to join our team in Jebel Ali Dubai, UAE.
This role is pivotal in ensuring the smooth operation of our office environment and supporting our executives in their daily tasks. As an integral part of our team, you will have the opportunity to contribute to various administrative functions,
In this position, you will engage with multiple departments, gaining exposure to different facets of our business.
As you take on various responsibilities, you will also have the chance to enhance your problem-solving skills and learn about project management.
Admin Assistant Role and Responsibilities include but not limited to following:
- Responsible for maintenance and update of HR administration system and databases
- Monitor passport and visa expiry for employees and Directors of the company
- Knowledge in trade license renewal and other necessary government permits
- Coordinate directly with the HR and Admin Head with regard to visa requirements or processing of new employees and other PR related activities in compliance with UAE labour
- Recruitment- placing ad, shortlisting CVS, coordinating for the interview until the final selection
Secretary Role and Responsibilities include but not limited to following:
- Travel arrangements, which includes flight, visa applications and hotel bookings for staff and Management
- Encoding/ Creating Packing List/ Proforma Invoice
- Assist the Sales Team in making the quotation, contracts, tenders, etc
- Contacting various suppliers to get quotations for different needs (spare parts for fleet and machine/ office suppliers/ etc
Skills
- Proficient in Microsoft Office Suite
- Strong organizational skills to manage multiple tasks and priorities effectively within a fast-paced environment.
- Excellent communication skills, both written and verbal, to interact with team members and stakeholders clearly and professionally.
- Attention to detail, which is crucial for maintaining accurate records and producing error-free documents.
- Ability to work collaboratively in a team-oriented culture, fostering positive relationships and contributing to shared goals.