Admin Assistant

Job description / Role

• Greet clients and visitors with a professional positive attitude and direct them appropriately, offer coffee/tea/snacks for Guests and Management (when Office Assistants/Driver is not available)
• Answer, forward, and screen phone calls, emails, faxes; handle inquiries
• Control and arrange for timely supply of office stationery and pantry items.
• Control and arrange our timely supply of drinks/snacks for the office.
• Manage office petty cash, prepare, and submit petty cash reports, work with Finance Team for the same.
• Make monthly utilities/telecommunications payments, keep records incl records of employees’ mobile expenses, communicate with Utilities/Telecommunications etc. companies.
• Deal with counterparties for office cleaning, fire safety, plants care, maintenance, fixing, alterations sort out any issues and disputes with this regard; etc.
• Control the status of office furniture and office equipment, keep records, make orders, and inventory checks, arrange for maintenance, replacement, modernization and design change, storage, selling/buying etc., work with contractors and concerned companies for the same.
• Dealing with Building and Facility Management and for any office related matters and documentation.
• Arrange for employees parking lots, keep records.
• Work with IT company for any IT related matters (order, maintenance, resolving any IT issues)
• Keep records of renewal subscriptions (domains, software, etc), arrange for timely renewals, keep records.
• Arrange meetings, conferences, video calls, make needful bookings and settings.
• Arrange for courier sending/deliveries, keep records.
• Make trip arrangements for Management /employees/guests (incl checking COVID restrictions, obtain visas, travel insurance, book tickets, hotels, restaurants, taxi/ limousine service etc.), keep records.
• Deal with advertising/marketing/printing companies upon request
• Manage and update company website and online/social accounts upon request.
• Manage and update HR software with holidays/birthdays information, arrange for office events and celebrations.
• Deal with web developers to arrange for website updates, amendments.
• Control and arrange for business cards, corporate letterheads, envelopes, corporate gifts production.
• Assist management and colleagues with administrative tasks (bookings, orders, scanning, printing, deliveries, adverts posting, letters preparation, documents check and editing etc.)
• Keep documents and guarantee proper implementation of ISO required procedures (Fire Safety, Stationary Waste disposal, First Aid Kit)
• Control document workflow, keep records of documents.
• Work with translation agencies to organize translation of documents upon request.
• Arrange and control health & safety procedures in the office (incl. COVID precautionary measures etc.)
• Coordinate and control work of Office Assistant/Driver
• Assist Management with personal queries upon request (family matters, apartment rent/management, utilities, house personnel etc.)

• DMCC experience is mandatory
• Bachelor’s degree in accounting, business, or finance.
• Previous experience working as an admin assistant.
• Ability to adhere to strict deadlines.
• Ability to remain focused for extended periods.
• Strong attention to detail.

Salary:
AED 5,000 to 9,000 per month inclusive of fixed allowances.

About the Company

A leading company in UAE.