Admin Assistant and HR Coordinator
Emirates German Foundations LLC
Total years of experience :10 years, 1 Months
Handles company registration to different entities (i.e Abu Dhabi Municipality, ADCE, different Contractors and Consultants)
• Prepare submittals corresponded to the project
• Log and update project enquiries daily
• Monitor and update Progress of work daily, weekly and monthly
• Maintain and update project record. Both digital files and hard copies
• Prepare, maintain and distribute forms in accordance with ISO standard a
• Prepare and apply for gate pass
• Handling office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.
• Providing real-time scheduling support by booking appointments and preventing conflicts.
• Making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations.
• Screening phone calls and routing callers to the appropriate party.
• Using computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research.
• Greet and assist visitors.
• Maintain polite and professional communication via phone, e-mail, and mail.
• Anticipate the needs of others in order to ensure their seamless and positive experience.
• Support the personnel management in carrying out interviews and drafting job description and duties related to staffing.
• Update database with user-defined input and output based on project requirements.
• Efficiently coordinate all the administrative tasks related to the company.
• Managing proper filing of office data and prepare correspondence and draft contracts between the company and clients.
• Support the accounts in bookkeeping entries updating financial statements and maintain accounts payable and receivables.
• Manage phone calls and correspondence (e-mail, letters, packages etc.) and respond efficiently to the enquiries from the staffs, customers, and clients.
• Track stocks of office supplies and place orders when necessary and maintain the office equipment and make sure the office premises are clean and neat.
• Coordinating and arranging office events.
• Schedule appointments/ agendas/travel arrangements and support other staff admin work and handling the company external logistics activities.
• Maintain the smart attendance system properly for preparing reports and payroll calculation.
• Support the personnel management in carrying out interviews and drafting job description and duties related to staffing.
• Keeping confidential file of the company scanned & stored in the system (Zoho books).
• Providing clerical and administrative support to the management, staffs admin work, coordinating development team for admin & employee support.
• Coordinating and arranging office catering for the company/events.
• Schedule appointments of internal & external meeting.
• Preparing the fund transfer certificate for all banks
• Keeping confidential file of the company scanned & stored in the system.
• Coordinate with project team members from various departments on project requirements on data delivery.
• Update database with user-defined input and output based on project requirements
• Processing the gate passes required on the project & disseminate it to the concerned person.
• Creating and maintaining reports in Excel & Office tools that allow the company to get information on daily business activities.
• Responsible for setting up document control files for engineers and suppliers
• Provide information to management and ensure the consistency in data and information across the company.
• Design reporting formats to provide accurate information in a clear and concise manner
Assisting Sales Executives and Engineers in preparing necessary documents.
* Organizing and procuring office-related materials
* Liaising with suppliers and clients
* Handling the main telephone and transferring necessary calls to other office staffs
* Handling local and overseas order trades related to importing, customs, and delivery.
* Managing the main company e-mail and reporting directly to the manager
* Keeping a confidential file of the company scanned & stored in the system. Handling important files of the General
• Assisting with the day to day operations of the HR Admin department.
• Being the first point of contact for all general HR inquiries, administration, and correspondence
• Ensuring all paperwork received is scanned and stored both electronically and on the employees paper file.
• Providing clerical and administrative support to Human Resources Executives.
• Managing sickness records and the overall sickness administration of the company.
• Prioritizing and managing own workload without supervision.
• Handling staff inquiries on a daily basis.
• Talking to both existing and potential employees on a daily basis.
• Writing individual non-standard letters and emails to employees.
• Ensuring that all company HR processes and procedures are properly followed.
. Gymnasium
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