Admin Assistant

Key Responsibilities:

1. Directly report to the Managing Director, overseeing call management, appointment scheduling, calendar maintenance, and acting as the primary point of contact.
2. Prepare and monitor all incoming and outgoing correspondences, including memos, emails, fax, and letters, ensuring timely responses.
3. Provide comprehensive administrative and executive support, handling confidential and sensitive information with discretion, while efficiently managing records and deadlines.
4. Manage various company insurance policies, such as Workmen's Compensation, Public Liability, Fire & Burglary, Marine Cargo, and Group Medical Insurance.
5. Coordinate with Embassies/Consulates, Travel Agencies, Hotels, and Rent-a-car companies, facilitating complex travel itineraries and visa applications.
6. Effectively relay directives, instructions, and assignments to staff as directed by the Managing Director.
7. Oversee ISO 9001:2015 compliance within the organization.
8. Collaborate with JAFZA on administrative matters to ensure seamless operations.
9. Handle Human Resources management tasks, including recruitment, job description development, job advertisements, candidate selection, and training coordination.
10. Process various Employee Services Applications through the JAFZA Portal, including Employment/Residence Visas, Health Cards, EIDA, Employment Contracts, and End of Service procedures.
11. Provide necessary documents such as Salary Certificates, Salary Transfer Letters, Employment Certificates, and No Objection Letters upon employee requests.
12. Organize employee medical tests, Emirates ID Biometric Tests, and training sessions, including First Aid, Fire Fighting, and Safety Training.
13. Maintain accurate records of staff attendance, benefits, leave, flight ticket entitlements, medical reimbursements, and claims.
14. Manage office equipment maintenance and supplies inventory, ensuring smooth day-to-day operations.
15. Oversee the renewal of Trade Licenses, Digital Certificates, Civil Defense Subscriptions, and various contracts.
16. Act as a representative of the company in dealings with different offices, including Embassies, Police Stations, Ministries, Municipalities, and other government departments.
17. Handle the registration and renewal of company vehicles through the RTA Portal.
18. Prepare Sales & Custom Documents, including Proforma Invoices, Sales Invoices, Purchase Orders, and Service Orders.
19. Facilitate Material Submittals and track shipment statuses.
20. Process Certificate of Origin applications through the Dubai Chamber Portal.
21. Handle customs declarations using the E-Mirsal II system for imports, internal transfers, and duty-exempted transactions.
22. Reconcile custom stock inventory Bill of Entry/Exit for accurate tracking.
23. Process visitor and material gate pass applications efficiently.
24. Assist the accounts department in calculating landed costs and petty cash management, including preparing monthly reports.
25. Prepare VAT refund reports as required.