Administrative / HR Assistant
Oryx Ltd
Total des années d'expérience :10 years, 4 Mois
• Assist the Managing Partner and Senior Executives and providing administrative support to the organization.
• Work with ORYX and its sister companies, Zaleej Real Estate and I.O. Centres, ensuring all their administrative records (physical copies) are filed and placed in accessible locations based on the priority levels of the documents, making data entries and updating for the same.
• Knowledge of Asana, Slack and AirTable softwares to maintain track on progress of tasks and ensuring there is no hindrances to the projects.
• Maintain records of personel-related data (personal information, Civil ID, leaves) in bothpaper and the database and ensure all employment requiremnets are met.
• Manage various aspects of HR Operations, including employee documentation, schedule interviews, onboarding and offboarding, residency transfers and renewals, prepare salary certificate, performance management, support the recruitment/hiring process by sourcing candidates, assisting in shortlisting, issuing employment contracts and support other functions as assigned.
• Work with all the departments of the organization and its sister companies to keep track of all the progress on the projects and reporting them to the Managing Partners.
• Follow up on pending tasks and helping remove any obstacles that might block the progress of the Projects.
• Coordinate with the company drivers and brief them on their tasks, assist them with locations for the same, communications with the end point parties to ensure smooth and seamless execution of the assignment.
• Made travel arrangements such as flight bookings, hotel bookings, apply for visa, road-transportation and any other travel related items for the Managing Partners and their families, also, ensure that it is entered in their Calendar and post reminders for the same, create full travel itineraries and summaries before and after the trips, submitting the expense reports to accounts department to maintain records.
• Request quotations by negotiating for the best prices, generating purchase orders for ICT and admin department, getting approvals and signatures for according to the Hierarchy.
• Work with the accounts team for petty cash required for any staff for company expenses and prepare expense claim sheet.
• Work closely with property managers in UK, France, Dubai and Greece, follow-up with them for recent activities, snags and generating reports for the same, assist them with their tasks remotely. Follow up with them monthly to ensure all the payments are completed.
• Act as a replacement Receptionist in the event of the absence of the Office Assistant / Reception staff.
• Occasionally handle confidential and non-routine information.
• Liaison with and supervision over the work of the PRO relating to transfer and renewal of company licenses and vehicle registration and family members documents.
• Coordinate with the Legal Department to ensure that all visa and residency-related formalities for employees are completed on time.
• Responsible for compiling jot forms for management signature, under the supervision of the Office Manager.
• Answered both internal and external calls efficiently, dealing with matters or transferring to relevant departments when required.
• Set up and coordinated conference calls.
• Managed office correspondence efficiently and timely, including emails, phone calls and mail.
• Provided bookkeeping of important files.
• Carried out basic day-to-day administrative tasks to support staff needs.
• Picked up additional tasks to aid team success.
• Answered and directed incoming calls to relevant staff members using EPBAX telephone system.
• Welcomed guests and clients in friendly, positive manner.
• Scheduled appointments and maintained master calendar.
• Coordinated travel arrangements and itineraries for conferences and meetings, in addition also handled Passport renewals, application for Visa's and managed foreign currency exchange.
• Organised smooth flow of incoming and outgoing parcels and communication.
• Kept stationery, medical essentials and office supplies well stocked to meet operational need.
• Maintained petty cash for ad-hoc business expenses.
• Welcomed guests and clients in friendly, positive manner.
• Answered and directed incoming calls to relevant staff members.
• Directed clerical tasks including copying, faxing and file management.
• Welcomed guests and clients in friendly, positive manner.
• Answered and directed incoming calls to relevant staff members.
• Filed and maintained invoices and other paperwork to facilitate ease of retrieval.
• Kept stationery and office supplies well stocked to meet operational need.
• Organized and planned for birthday and all festivities.
• Organised smooth flow of incoming and outgoing parcels and communication.