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.