Admin Supervisor
Click Aviation Network
Total years of experience :11 years, 4 Months
• Responsible in the operation of Front Office/Reception by welcoming guests, arranging and receiving of couriers and parcels.
• Acted as Personal Assistant to the CEO. Handling and organizing documents of multiple companies. This role includes assisting the CEO’s acquaintances and business partners with any administrative task request.
• Supported the employees and management with any clerical and administrative tasks.
• Created the company’s Admin Handbook and Standard Operating Procedure in Administration
• In charge of any out-of-office tasks, including trips to banks, consulates and other government agencies.
• Responsible for mailing utility bills such as DEWA, Du, and Etisalat bills, and company reports to the concerned department.
• Oversee the office pantry and stationery supplies. Supervised maintenance and fit-out work of offices.
• In charge of the company portal for any service request, including company documents renewal application, salary certificates, contract amendments, documents certification and other service requests that may be required.
• Coordinated and directed office services, such as records and budget preparation, personnel and housekeeping, to aid the CEO and other C levels
• Sourced insurance quotations, created an employee census list and comparison table for health insurance renewal for Management review and approval
• Acted as PRO, liaising between the company and government authorities and organizations in the implementation of government mandates in the company. Administering visa process of employees.
• Maintained a confidential system for personnel records for all employees to provide a comprehensive, efficient, accurate and current record of all matters about employment, transfer, tenure, retirement, leave, and promotion.
• Performed the duties and functions of an HR including all recruitment, induction and onboard procedure, and termination. Recording and tracking employees' national holidays, annual leaves and absences.
• Prepared and issue employment contracts and other company agreements.
• Trained the admin assistants of other affiliated companies and provided administrative support when needed.
• Maintained all position job descriptions and organisational structures in a consistent format
• Maintained Human Resources policies, regulations and procedures related to the function, rights and responsibilities of all employees in line with DMCC and UAE Labour Law
• Ensured that all staff members are aware of the Human Resources policies and regulations, and that employees have access to the TACOS and Company’s Procedure Manual when needed.
• Ensured the office is maintained fully and we are complying with local health and safety laws.
• Performed administrative and office support activities for multiple supervisors.
• Kept detailed messages from the person called upon, containing name, business nature, and timings.
• Responsible for any word processing, creating spreadsheets, and filing tasks.
• Preparation of quotation, invoices, and other correspondence for the company.
• Responsible with the visa process of employees, i.e. application of new visa, cancellation, renewal, etc.
• In charge of operational requirements by scheduling and assigning employees; follow up on work results.
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories, evaluating new equipment and techniques.
• Prepare, examine, and analyze accounting records, financial statements, invoices, and receipts from clients and suppliers.