Admin Assistant
Barco Middle East
Total des années d'expérience :12 years, 2 Mois
• Takes care of all travel arrangements for Dubai employees and our newly opened Saudi office. Including flight ticket, hotel booking, car rentals, visa and pre-travel requirements (fifty to eighty flights per month).
• Assist on-boarding process (HR duties).
• Process visa renewals with our 3rd party PRO.
• Apply and renew medical insurance.
• Monthly travel reports.
• Answers phone calls, schedule meeting rooms and support visitors.
• Carry out administrative duties. Write and edit documents from letters to reports.
• Maintains stationary stocks.
• Maintains employee and office records both in paper and electronically.
• Promote healthy and fun company culture by creating small events and employee engagements.
• Handle employee inquiries and complaints.
• Ensure smooth employee exit by following company protocol.
• Renews Trade License and other company requirements with DMCC.
• Company has an Abu Dhabi company registered under Masdar City and registered as a branch in Department of Economic Development Abu Dhabi, I process all renewals and all other company requirements.
• Company has an Abu Dhabi plant located inside Emirates Steel, acts as a coordinator with gate pass requirements and applications.
• Handles waste management account (Tadweer) for waste collection for our Abu Dhabi plant.
• Manages DMCC and Masdar portal for all DMCC and Masdar City tansactions.
• Books courier for pick up request and delivery.
• Handles leave applications and tracker.
• Responsible for medical insurance application and renewals, including Workman compensation and Public Liability insurance.
• Has data entry duties; responsible for daily entry of plant materials dispatch.
• Takes care of employee files and requests.
• Posts job vacancies in Linkedin and Indeed.
• Manages Linkedin profile and postings.
• Filters candidates and schedules interviews.
• Process visa application.
• Handles on-boarding process.
• Acts as assistant to the CEO.
• Prepares requirements and/or apply African visa for our employees who visits our offices and operations in African countries.
• Arranges medical and travel insurance for our employees.
• Gets quotations and book flights with our partner travel agencies.
• Arranges hotel stays both in Dubai and in African countries.
• Responsible for ordering office supplies and other office needs.
• Creates LPO for office purchases.
• Responsible for application and renewal of building and parking access cards.
• Responsible for forwarding medical reimbursement to our insurance coordinator.
• Books courier service for all our shipments.
• Makes yearly work anniversary certificates and long service awards to all our desk employees and medical representatives.
• Answers incoming phone calls.
• Responsible for sending birthday greetings to Dubai employees through email.
• HR tasks: new staff on-boarding processes and requirements. Update staff file. Add, delete, update staff medical insurance and renewal. Initial contact with new staff for scheduling interviews and manage previous HR manager calendar. Manage report for staff attendance, vacation and sick leaves. And other general support for HR.
• Acted as a secretary for our COO for six months, resposibilities includes: organizing daily schedule and calendar, communicate with managers and secretaries for weekly and monthly meetings, gather and submit company sales report everday, and other personal arrangements.
• Other functions: Uploads tests and quizes to our online dashboard for our medical representatives to take, monthly and quarterly.
• Serves as an assistant to the secretary of the CEO.
• Answers phone calls regarding the CEO’s schedule and meetings.
• Assists executives with their presentation.
• Handles office stationary supplies, inventory and ordering.
• Answer phone calls in the reception when the receptionist is not in.
• Handled courier using DHL, TNT and Aramex.
Bachelor of Science in Hospitality Management