CORPORATE ADMINISTRATOR cum OFFICE COORDINATOR
Motei & Associates
Total years of experience :15 years, 5 Months
• Preparing and filing of requirements for Offshore and Free Zone submissions, incorporation, renewal, corporate amendments, winding up and issuance of legal/corporate documents to be obtained before the Authorities i.e JAFZA, RAK ICC, DMCC, DCCA, RAKEZ, MOFA and different consulates.
• Coordination/ follow up with the Authority and other third party involved regarding the submissions.
• Ensures that offshore registration and free zone licenses are valid (monitoring of company renewal).
• Preparing proforma invoices.
• Involved in free zone visa processing, renewal and cancellation.
• Ensures that files are accurate and updated.
• Assisting corporate department head as required.
• Performs other admin/ receptionist tasks as assigned.
• Handling office petty cash, office stationaries and day to day office activities.
• Ensures due-diligence is undertaken as a part of the compliance program
• Ensures that KYC are obtained from clients
• Ensure Corporate Department procures/maintains-
o Firm’s Application Form from new clients or at the time of transfer of shares from the transferees, as the Form covers business activities, source of funds of the business
o Undertaking, from new clients at the time of incorporation and existing clients at the time of renewals, covering adherence with AML Laws and CFT Policies, and that their business is not being carried out with sanctioned countries, confirmation about business being carried out as was mentioned in the Application Form
o the registers to track the Ultimate Beneficiary Owner(s) of all the corporate clients
• Report to the Managing Partner on a regular basis to review progress on program implementation and report immediately if any of the clients do not wish to adhere with the program implementation
• Periodically revise and update the program, and various forms and undertakings, as required by various laws
• Assist the Accounts Department in coordinating internal compliance review and monitoring activities
• Investigate complaints and coordinate action plans with other departments
• Develop policies and programs that encourage staff to report suspected fraud or impropriety without fear of retaliation
• Maintain a log of communications received relevant to compliance
•Admin/Accounts support duties such as:
•Assisting lawyers as required: proofreading, correspondences, power point presentation etc.
•Prepare and update and consolidate timesheets of lawyers
•Procurement, monitoring and inventory of office supplies.
•Ensures that filing system is accurate and updated
•Outlook configuration
•Brain storming, formatting, proofreading and sending out of newsletters
•Facilitate special event registration and execution
•Liaise hotel room/ restaurants/ conference room for special events/occasions/meetings
•Reception duties
•HR duties
•Contribution to the company: Established regular used of outlook calendar, paperless environment, consolidating of visiting cards, paperless timesheet, File storage system (coding system), Telephone voice prompt
•Other tasks as assigned
•Does the renewal of real property contract for all branches of the company and its affiliated business.
•Ensures that documents pertaining to properties are accurately filed and updated
•Reviews and presents lease of contract and suggest revisions when necessary.
•Does the application and renewals of Business Permits and Licenses for all branches of the company and its affiliated businesses.
•Does the application and renewals of Insurance Policies for all branches of the company and its affiliated businesses
•Performs other Admin tasks as assigned.
Exposed in court trials, filing and mailing of petition and other pleadings, documentation; notarization; archiving documents and other similar activities.