Reception Secretary/ HR&Admin Asst.
Kulak Contracting Construction, Trading and Industrial Shareholding - Abu Dhabi
Total years of experience :24 years, 11 Months
Responsible for reception duties on behalf of the team, which involved providing face-to-face contact for visitors in a responsive and courteous manner.
Receive and distribute messages from telephone/email as appropriate. Politely answer inquires and redirect to the concern employee if necessary.
Log all incoming and outgoing documents and scanning received documents for soft copy reference. Filing and sorting documents accordingly. Arrange necessary documents for delivery.
Check, verify & received invoices.
Assisting Accountant in issuing cheques to the subcontractors and suppliers.
Coordinate the schedules of meetings and appointments of the Deputy GM.
Review/ verify documents before forwarding to Deputy GM.
Provide all necessary clerical duties.
Oversee employees attendance report and submit attendance sheet every end of the month with other related payroll documents.
Prepare memos and correspondence as per instruction.
Handle Leave management and ticket booking.
Maintain the employees personal file (soft & hard copy)
Provide assistance relating to HR matters.
Recruitment
Sort and review employment applications in line to the needed qualifications and verify applicant’s information before forwarding them to the Senior HR Officer and HR Manager.
On boarding
• Handle the on boarding of the new members by providing joining kit, welcome note and preparing necessary arrangement for transportation, accommodation, and food allowance for the new employees.
Employee Relation
• Do the necessary endorsement for the health card and bank cards of every new staffs and cancellation of cards at the end of the service.
• Responsible for the dissemination of employee’s important documents (Medical card, ATM card and PIN, Emirates ID, Company ID, Passport and Visa copies, mails, payslips and others.)
• Record and maintain employee information and file in the database and HR filing system.
• Stand as Employee Relation Officer by being the point of contact for employee’s concerns.
• Maintain and provide HR monthly reports (New Joinners, Leavers and Absconding, HR Accrual, Provisionary and MOL Reconciliation Report).
• Handle the Leave Management and Ticket Bookings.
Payroll and PRO Assistant
• Provides assistance to the Payroll officer by checking and providing the required supporting documents needed.
• Validates the necessary details of the salary revision/increment upon Manager’s recommendation and prepare a Salary Revision Letter after obtaining approvals.
• Manage the Head office staff’s attendance and time sheet by comparing to the biometrics attendance report.
• Provide assistance to the PRO by preparing necessary documents for work permit, visa and Emirates ID application for the newly hired staffs and for the residence visa renewal.
• Meet and greet the visitors and guest that come and go in the office.
• Answer the telephone calls in professional manner, receiving fax and photo copy of documents.
• Provide customer service, answer inquiries and disseminate accurate information.
• Responsible in sending and receiving documents and correspondences. Prepare Transmittal sheets for the outgoing documents from all departments (HR and Administration Dept., Procurement Dept., and Finance Dept.), arrange courier if necessary, and update record in each department’s respective program.
• File important/confidential company documents within the standards of the company and provides administrative support for the department/division.
• Assist HR Officer in recruiting new employees by conducting phone interview for preliminary screening process for the shortlisted site staff candidates. Calling and sending invitation through email for personal interview with HR Officer for the qualified candidates.
• Prepare offer letters as per instruction of Senior HR and Administration Officer.
• Arrange Air Ticket Booking and Reservation.
• Prepare LPO for the purchased air ticket, Subcontractor Payment Certificate, and Expense claim form as needed.
• Arrange OK to board, visa deposit and transportation of new staff arriving from their home countries and sending notification mail to site manager, site admins and camp supervisor.
• Ensure the joining checklist is completed.
• Prepare requirements needed in medical appointment, emirates id registration, health insurance application, labour contract application and residence visa application for individual or groups of newly hired staff.
• In-charge in applying for the addition of new staffs and deletion of resign staffs in company’s insurance policy.
• Assist HR Officers in the new application/cancellation/distribution of the employee’s payroll ATM account.
• Responsible for the distribution and dissemination of employees’ important documents (i.e. Labor Cards, Medical Cards, Emirates ID Cards, Co. ID Cards, Passport with Visa copies, passports, mails, Site Staffs pay slips, etc.).
• Check the eligibility of staffs for the re-issuance of uniform and update in the system.
• Filing of personal documents for site employees.
• Collect and consolidate nomination forms and reviews for the Employee of the Month candidates.
• Maintain the level of the office stationery, conduct inventory every end of the month and prepare the material request for the coming month.
