Admin Associate / Clinical Trial Admin Assistant
Clinart FZ LLC
Total years of experience :12 years, 10 Months
• Manages reception area and looks after visitors.
• Answering incoming calls; taking messages and re-directing calls as required.
• Dealing with email enquiries.
• Drafts, formats, and prints relevant documents.
• Arranging appointments, booking meeting rooms, conference facilities as required.
• Maintains stock lists and orders office/ pantry supplies as needed.
• Support the Clients/Staffs with Travel arrangements either Annual Leave or Business Trip including Visa, Air ticket, Hotel Accommodation, Airport Pickup and Drop.
• Submit monthly attendance reports to all staff outbound and inbound.
• Handles petty cash expenses.
• Handles all International/ local couriers for Clinart branches in/out of country.
• Act as a Liaison Officer for processing legal documents such as Attestation of Documents in Ministry of Foreign Affairs, Dubai Courts, and Civil Defence
• Assisting the Operations Department in their Translation Services and Printing documents.
• Assisting the Finance for bank purposes like withdraw cash, bank related inquires, cheque deposit and other admin task as required.
• Assisting HR for visa application processes, licenses renewal and permits for the company
• Assisting IT department for all queries.
• Assisting medical writing for all the payments needed.
Clinical Trial Administrator (part time) (January 2021 - Present)
Job Description
• Preparation, maintenance and archiving of study office and investigator files as per GCP, sponsor/ partnering CRO SOP requirements, incl. correct completion and modification of project-specific templates.
• Assisted the CRA/s activities, incl. office-based assistance and supporting to the CRA.
• Followed-up of appropriate study tasks.
• Completion of weekly/ monthly project-specific trackers in cooperation with the CRA.
• General and project-specific correspondence.
• Provisioned of logistic support to the monitors.
• Handled documents generated/collected during the sites visits.
• Executed any activities in compliance with applicable SOPs, instructions, and principles.
• Act as the first point of contact in the Company.
• Dealing with telephone calls and forwarding to the concerned person.
• Assist the clients/ guests in their inquiries.
• Creating and maintaining filing systems.
• Scheduling and attending meetings if necessary.
• Booking rooms and conference facilities.
• Ordering and maintaining stationery equipment & office supplies.
• Liaising with colleagues, customers or clients to book air ticket and accommodation.
• Shipping, receiving of shipments or goods.
• E-mail correspondence for inquiries or other requests.
• Photocopying, scanning and printing various documents, as per request of boss & managers or colleagues.
• Creating LPO for office supplies, stationeries, and other inquiries.
• Providing a JAFZA access card to new employees/ and other visitors as per request.
• Assisting HR department by providing payroll tables for the employees every month.
• Updating the contact list / directory list every month.
• Ordering letter heads, envelopes or catalogues for company supplies.
• Assisting Legal Department by preparing cover letter for legal documents, binding of documents and sending by courier.
• Preparing achieves documents every end of the year.
• Assisting IT department by using CRM online to update the general contact lists.
• Assisting accounts department by providing the purchased order no to them and providing receipts that has been purchased thru company credit card.
• Preparing issuance, cancellation or any modification of EPPCO/ENOC VIP cards for the staffs.
• Entertain clients / costumers with or without appointments
• Ensuring the cleanliness and organized reception area.
• Answering and transferring phone calls
• Performing a variety of other office tasks such as email correspondence, faxing,
• Scanning etc.
• Document all incoming and outgoing correspondences
• Making document transmittal for all outgoing drawings
• Making gate passes of materials and for personnel to enter in the free zone area.
• Indexing all incoming and outgoing drawings.
• Sending documents via (email, cd via courier etc.)
• Do other secretarial jobs
• Answering and transferring phone calls.
• Assisting clients with or without appointments.
• Scheduling appointments of key personnel.
• Performing a variety of other office tasks such as faxing, scanning etc.
• Filing, records keeping, keyboarding and data entry.
• Perform intra-office pick-up and deliveries as needed.
• Operate office equipment and maintain office supplies.
• Keep records of soft copy (email, cd via courier etc.) and hard copy.
• Documentation of incoming and outgoing drawing.
• Send and received correspondences / sending outgoing drawings.
• Making transmittal and drawing checklist / general comments.
• Record and tabulate the revised drawings received.
• Do other secretarial works as directed.