Office Administrator
Pronyx Trading LLC
Total years of experience :10 years, 3 Months
ADMINISTRATION:
➢ Point of contact between each department, colleagues, and sister companies to facilitate work and
accomplish objectives in a collaborative manner.
➢ Monitoring government licenses, processing renewal procedure of company Trade Licenses, Tenancy
Contracts, and Insurances
➢ Prepare communications, such as memos, letters, invoices, payment vouchers, reports and other
correspondence and distributes emails.
➢ Drafts and prepare letters, office memorandums, and agendas
➢ Handling reception area, facilitate internal and external communication, including emails, phone calls,
packages, and correspondence.
➢ Manage procurement of office supplies, equipment, pantry and inventory levels, ensuring availability
and efficient utilization while adhering to budgetary guidelines.
➢ petty cash management, utilization and submission of reconciliation expense report for both cash and
card statement of account
➢ develop internal processes and filling system, maintains and organized records for both physical and
digital copies
➢ Utilities portal management (DU, DEWA, DEYAAR, AQUACOOL, DAMAC, MARRIOT, AMNA)bill payments,
renewal and modification in timely manner
➢ Aid in the planning and organization of company events and conferences
EXECUTIVE ASSISTANT:
➢ Liaise between the upper management and employees, managing the communication with internal and
external stakeholders on diverse projects
➢ Organize and coordinate meetings, appointments, events, coordinates calendars, both internal and
external, by sending invites, booking venues, arranging necessary equipment, and preparing meeting
materials
➢ take minutes of the meeting and prepare report
➢ Manages hotel, restaurant, flight booking, travel arrangement, transportation, and necessary
documentation, visa requirements for C Level Executive
➢ Perform as personal assistant to Managing Director
➢ Managing personal properties, family visa, family insurance and family emirates id
➢ Handle stakeholder business contracts, personal property payment terms, property
utility management and maintenance
➢ manage travel appointments and scheduling meetings
➢ Maintain corporate and private confidentiality and handling sensitive information
HUMAN RESOURCE:
➢ Advertise jobs on sourcing channels and social platforms, screen and shortlist candidates,
schedule interviews and assessments, coordinate with the general manager, salary
negotiations, offer letter issuance, job Description preparation and onboarding.
➢ Recruitment, selection, orientation to newly hired staff, consolidating attendance, and payroll
management
➢ Employment visa management, quota application, emirates ID processing, health insurance
management
➢ Prepare and manages contractual letters such as Employment offer, contract of
employment, probation confirmation letter, disciplinary warnings, etc
➢ Liaison between government offices such as Tasheel, Amer, Ministry of Labour, and
Immigration, ICA, GDRFA, DED, RTA and DT. Filing and coordinating with Managing director for
processing or renewal.
➢ Provide all employee related requests such as salary certificates, No objection certificates,
Service letter, ect.
➢ Employee annual leave management, coordinate and maintain records of all employee
benefits such as medical insurance, life insurance and annual leave ticket allowance
➢ WPS portal management, salary management, reconcile monthly payroll report and effectively
run the payroll system for General Manager’s review and approval.
➢ On boarding up to offboarding of employee, perform the exit formalities which includes
preparing final settlements and obtaining final clearance for exiting employees.
➢ Familiarity and knowledge in UAE labour laws and procedures
Handling reception area, facilitate internal and external communication, including emails, packages, and
correspondence.
➢ Screening and managing incoming and outgoing calls, mail and deliveries and responding to internal and
external requests for information
➢ Point of contact or liaison between senior management, colleagues to facilitate work and accomplish
objectives
➢ CRM knowledge and manage appointments for senior management
➢ Provide general administrative support and secretarial services as required
➢ Maintaining organized file systems for the organization for both soft and hard copy
➢ Prepare communications, such as memos, emails, invoices, reports and other correspondence and
emails.
➢ Organize and coordinate meetings, appointments, events, coordinates calendars, both internal and
external, by sending invites, booking venues, arranging necessary equipment, and preparing meeting
materials.
➢ Taking minutes of the meeting, notes and arranging travel plans
➢ Drafts and prepare letters, memorandums, and agendas
➢ Petty cash management, utilization, submission of reconciliation expense report, ordering stationery and
office supplies
➢ Assist in job posting, hiring process, on boarding of employees, enrolling biometric, ordering uniforms,
consolidating attendance, preparing monthly timesheet for account’s approval
➢ Assisting applicant’s visa requirements, filling, and coordinating with HR department processing or
renewal
➢ Co-ordinate and schedule executives’ meetings and events including agenda development and
distribution, reservation of meeting rooms and preparation of supporting documents
➢ Managing the public entry reception area, attending to all enquiries, including answering incoming
telephone calls and directing calls to the relevant persons or areas.
➢ answering telephone call queries, emails, scheduling visits and filing accordingly, addressing visitor
questions and needs, and providing an overall welcoming environment
➢ Assist applicants on requirements for visa application
➢ Directs visitors by maintaining employee and department directories.
➢ Supports continuity among work teams in admin by documenting and communicating actions,
irregularities, and continuing needs.
➢ Sitting the visitor, offering refreshments, and assisting them to the right personnel
➢ Provide general support to clients and visitors
➢ Managing LPOs
➢ Clearance of local cheques
➢ Managing couriers
➢ Meeting room bookings