• Devising and maintaining office systems;
• Liaising with staff in other departments and with external contacts;
• Sorting and distributing incoming documents and organizing and sending outgoing documents;
• Liaising with colleagues and external contacts to book travel and accommodation;
• Recruiting, training and supervising junior staff and delegating work as required;
• Arranging in-house and external events.
• Defining, implementing and managing HR policies and procedures, including appraisal systems, job descriptions etc.
• Obtain knowledge of UAE employment laws and practices with DED / Free Zone entities as well as other emirates.
• Develop administration objectives, action plan and budget, monitor implementation, evaluate and recommend specific adjustments during the implementation to reflect needs.
• Develop Office Administration Policies and Procedures, and ensure implementation.
• Review and enhanced the organization structure of the section when required in coordination of the departmental lead. Provide consultancy to different office premises of the organization by updating the administration tools of communication to ensure unified and efficient administration services are provided.
• Provide required supervisory advice to office management efficiently for all office administration related tasks including, car parking management, document control, pantry, stationary, cleaning & space management.
• Ensure all office related services is provided for all staff in holding and other business units.
• Administer the leasing agreements with the third parties for the properties owned and rented by the organization.
• Manage to supply the visual signs for the office/accommodation facilities occupied by the organization.
• Supervise the control files and documents management system, policy and procedures to ensure documents utilization, simplicity in retrieving information, time saving in gathering data and effective in updating the system.
• Perform other responsibilities associated with this position when appropriate.
• Ensure the necessary materials are available for the new employees of the section including the clarification of their role and job descriptions.
• Conduct the performance appraisal for subordinates, identify and report the training need.
• Create company quality standards and Code of Conduct.
• Develop and implement policies, procedures and processes for the respective function/department and ensure reviewing and keeping the existing ones updated as part of the ‘continuous process improvement’.
• Visa processing/cancellations, renewal of visa and labor cards, new applications and renewal of insurance membership.
• Managing and supervising all receptions areas.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
• Email newsletters, promotional material, and other information.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
• Screening phone calls, enquiries and requests, and handling them when appropriate;
• Dealing with incoming email, faxes and post, often corresponding on behalf of the manager.
• Organizing and attending meetings and ensuring the manager is well prepared for meetings
• Word processing, dealing with correspondence, writing emails/letters and corporate documentations/SOP’s/policies (further information on such detailed herein), taking dictation, typing minutes and meeting reports.
• Dealing with MD’s personal matters including holidays, flights, banking, family, housing and other private matters;
- Company industry:
- Other Business Support Services
- Job role:
-
Human Resources and Recruitment
