Admin And HR Assistant
Open Mineral Ltd
Total years of experience :5 years, 1 Months
Process all ADGM Visa Application. (Employees and Dependents)
Update and process company licenses and permit thru ADGM Registration Authority
Application for Power of Attorney thru ADGM Notary
Support team by performing tasks related to accounting, drafting contracts, preparing reports/documents, drafting Board of Directors resolutions.
Assist with set up of new joiners (equipment, internal procedures, database access, email address, etc.). Provide brief introduction on Wrike, Absence.io, Dropbox and Expensify)
Process payment for non-trading invoices thru FAB portal.
Application for accounts opening on FAB (Credit Cards)
Consolidate invoices.
Maintain record of all payment transactions, including invoices, receipts, and payment confirmations.
Assist in setting up new entity. Filling up forms and gather all relevant documents.
Assist team for their expensify report/reimbursement as requested.
Assist employees in applying for visas for destinations outside UAE, such as Schengen countries. Gather necessary documents, such as visa application forms, cover letters, and supporting documents, to support visa applications.
Negotiated contracts with vendors and suppliers for office supplies, equipment, and services.
Optimized calendar management for executives by scheduling appointments strategically while considering priorities and minimizing conflicts.
Maintained confidentiality of sensitive information by adhering to strict privacy policies and implementing secure filing systems.
Maintained up-to-date knowledge of industry best practices and office software updates to maximize efficiency in administrative tasks.
Streamlined invoice processing procedures to ensure timely payment of vendors while minimizing errors in financial records.
Completed forms, reports, logs, and records to quickly handle all documentation for human resources.
Restocked supplies and placed purchase orders to maintain adequate stock levels.
Coordinated office supply inventory management, proactively ordering necessary items before depletion to avoid workflow disruptions.
Assisted coworkers and staff members with special tasks on daily basis.
Received and sorted incoming mail and packages to record, dispatch, or distribute to correct recipient.
Improved document organization with thorough file maintenance, archiving outdated records as necessary for efficient retrieval when needed.
Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.
Handle office works (renovation, repairs, deliveries), coordinating with contractors, process work permit and building permits
Checking OM KYC Platform on daily basis and completing KYC request received according to OM AML policy and process. Uploading new and existing approved cases to OM Platform to reflect in CTRM. Responding to KYC email and request that are assigned within turnaround time. Conduct KYC review of all new and ongoing counterparties, services provider, shareholders, and vessels according to OM risk rating matrix. Providing basic KYC information to counterparties of Open Mineral group companies according to instruction. Engaging with internal stakeholders, including risk, legal, operation and commercial team for compliance and legal matter. Stay abreast of evolving AML & KYC Law, regulation, and industry trends to proactively implement them on client onboarding assessment. Screening all counterparty in World Check screening software and make decision according to OM AML policy. Always manage and keep up to date KYC Ledger and KYC centralized folder. Escalate and keep up to date compliance manager for any sanction concerns and irregularities when reviewing KYC files. Monitor and update dates renewal and expiration of Company licenses, contracts, and other documents.
Participated in recruitment and selection process for new hires. Updated Human Resources Information file, maintained data accuracy and assisted with changes. Delivered friendly assistance with new hires throughout interviewing and hiring process. Responded to inquiries by answering telephone calls, in person questions and emails. Monitored employee attendance and performance to verify punctuality and absences, addressing issues in accordance with company policies and procedures. Filed paperwork, sorted, and delivered mail and maintained office organization. Assisted with day-to-day operations, working efficiently and productively with all team members. Providing full administrative and coordination support in business development operation, office management and to the Projects Team. Responsible in making internal memos and outgoing letters. Monitoring and maintaining office equipment and inventory supplies, orders replacement supplies as needed. Handled and controlled petty cash for office supplies. Performed general clerical duties but not limited to photocopying, mailing, etc. Answered forms for credit application.
Negotiate contracts with vendors, securing best prices and terms for materials, equipment and services. Built relationships with vendors to negotiate ideal terms for purchases. Managed database of vendor details and pricing information to maintain organization. Developed strong partnerships with vendors to secure favorable pricing, payment terms, and delivery schedules.