Administrative Officer
Altos Steel DMCC
Total years of experience :24 years, 3 Months
Responsible for all company legal documentation including the renewal of Trade license and Chamber of commerce and Dubai Trade etc
Preparing all Import-Export documentation either by sea /Air/ Road.
Coordination with Dubai Customs, Chamber of Commerce, DMCC, and Immigration for the documentation.
Proper checking and tracking of consignments movements.
Monitor the delivery of goods and forward the documents to the right department.
Co ordination with the suppliers ( Local and international)
Support in organizing company meetings and liaising with external agencies on behalf of directors.
Liaise with different departments to coordinate the activities, exchange information and resolve issues and concerns and to ensure timely implementation of objectives,
Coordinating with facility Management
Responsible for the sale and purchase of company properties.
Responsible for all on line banking activities including reconciliations
Responsible for LC documentation & petty cash.
Travel arrangement for the company directors and staff.
Responsible for Issuing cheques, deposit and collection
Arranging employment visas for new staff either from overseas or inside the country.
Ensure all visa, medical and labour permits are up to date and arrange timely renewal.
Responsible for the budget allocated for the costs of acquiring or renewing visas
Ensure that the visa is cancelled/transferred for all departing employees
Identifying suitable accommodation for incoming staff
Ensure that the company property is maintained in a habitable state by the tenants and that any damage or undue wear and tear is repaired prior to leaving
HR/Admin officer
Entire cycle of HR functions like sourcing till exit interviews
Payroll, leave attendance management, performance appraisal .Training, employee welfare, HR policy for employees. employee relation.
• To proactively manage the employee Visa Process in Dubai Trade Portal like Employment Entry permit, new visa stamping, renewals, cancellation etc.
• Carryout the entire life cycle of recruitments like identifying manpower specifications, sourcing, selection process, conduct of examinations and interviews.
• Coordination with HR Manager to develop and implements employment related programs and training.
• Provides expert consultation, advice, and counseling to HR Manager regarding issues, policies, and processes
• To submit and ensure the processing of all types of applications and paperwork to the local government bodies, including but not limited to, car registrations, renewal of Trade License, Dubai Chamber, Customs, Export license, foreign license, new company Formation, Share Transfer, company liquidation, Emirates ID, Health insurance, Plot Lease agreement, Residential Lease agreement, Management properties etc.
• Assist employees in renewing visas for their immediate dependents.
• Send employees a notification on documentation required prior to their visa/labor card expiring
• Assist the company and the employees with visa arrangements in Embassies.
• To maintain database of all passports and residence visas by scanning all documents and directly updating the database when details change and ensure accuracy and timeliness of the same
• Maintain and update the Freezone site on a regular basis by checking for expiry on CEC /gate pass/export licenses /portal accounts and ensure to manage the minimum required fund on the portal.
• Submit detailed reports related to visa expenses to the finance department
• Responsible for handling HR activities, which includes, attendance management, HR administration, disciplinary and grievance procedures, employee’s health safety and insurance.
• Arrange, conduct interviews and shortlist/ select suitable candidates to meet the manpower needs
• Handle staff grievances & disciplinary issues, provide guidance to managers for efficient & satisfactory resolution of the same in accordance with HR policies procedures
• Perform with Exit formalities for departing staff due to Resignation, Termination and Transfer, which includes preparation of Final Settlement, conducting Exit Interviews, visa cancellation/transfer, clearance, releasing end of service and repatriation. Prepare monthly reports pertaining to payroll deductions.
• Scheduling and providing training to employees based on the government and local entity requirements
• Familiar with Emirates ID site and Heath care websites (DHA).
• Manage office supplies stock and place orders and regular reports on expenses and office budgets
• Organize a filing system for important and confidential company documents
• Update office policies as needed and maintain a company calendar and schedule appointments
• Distribute and store correspondence (e.g. letters, emails and packages)
• Arrange travel and accommodations
• Checking all company’s utility bills like DEWA, ETISALAT, DU, SALIK and making on line payments.
• Coordination with Sales and Finance department for the smooth function of office work
Self-Correspondence, Preparation of Quotations, Agreements etc.
Payment remittance to the banks and make sure the confirmation from banks and suppliers
Co-ordination with clients. (local and International)
Negotiation with banks and suppliers and Preparation of LC Documentation.
Making Travel arrangement and Hotel reservation to the company executives and guest
Making online visa submission for the guest and staff
Keeping control of Inward & Outward courier movements
Prepare the import & export shipping documents.
Co-ordination with the freight forwarder and make sure the shipment delivery
Attending meetings and official events on behalf of the manager as and when required.
Preparing minutes of meeting for future reference
Maintain calendars for the reporting manager and scheduling his appointments and meetings
Scheduling appointments, meetings and conferences for business procurement
Working closely with the insurance company for Workers Compensation and Disability and
sick/injured employee to facilitate their return to work to lower cost to company.
Screening, Hiring & short listing of the candidates as per the requirement.
Documentation of the new joiners, Managing the Payroll software & attendance of the employees.
Calculating & processing the salaries of the employees.
Evaluation of the performance of the employees.
Processing the Appraisals of the employees annually.
Conducting the Training programs for the employees as per the need.
Conducting various HR activities to motivate employees.
Responsible in entire recruitment process starting from maintaining resume data bank to screening the candidate, salary negotiations and issuing the offer & Appointment letters,
Issuing Warning letters, Memos, Termination letters for the concern staff
Preparing Dubai Municipality submission forms in Arabic (Submission of drawing, )
Responsible for maintaining all office automation and equipment.
Follow-up of payment collection from the clients, Co-ordination with clients.
Fixing appointments and Travel arrangement.
Co ordination with the contactors for the tender, materials, drawings etc.
Contact and coordinate with recruitment agencies regarding applications of all aspects of recruitment & Conduct initial screening, interviewing and issue preliminary report to manager, concerned to speed up the recruitment.
Responsible for all personnel action forms that are submitted to accomplish recruiting, promotion, salary changes, terminations, leaves, absence and all other personal action are reviewed in a timely manner for compliance with the company policies and procedures