Admin Assistant / Document Controller
Advanced International Employment Services
Total years of experience :11 years, 10 Months
Responsible in keeping, receiving, issuance and inventory of employees/workers passports and identification cards.
Passport custodian (receiving and issuance).
Scanning employee’s documents using EPRO system and copying to backup.
Control the flow of documents in HR Department
Responsible for controlling the numbering, filing, sorting and retrieval of electronically stored or hard copy produced by the technical team.
Maintaining personal files of new joined staff/workers both hardcopies and softcopies documents.
Responsible for requesting new employee’s company ID.
Manage the employee’s document control system up to date
Maintain the master list up to date including their emirates ID, Labour cards, visa expiry etc.
Prepare CNIA English applications.
Checking Emirates ID and Labour Cards status online.
Checking online application status of employees.
Maintains daily log of deliveries to camp.
Maintains the confidentiality of all the documents related to the HR Department.
Keep track of the deliveries of documents from HR to all other departments.
Copying documents for mailings or for internal distribution.
Keep file in order and using a local filing system for easy storage and retrieval
Collecting documents from colleagues on daily basis and moving the documents to the concerned files without delay.
Assisting the colleagues to complete various task in HR Department on priority basis
Assist with providing professional reception services to clients and maintain professional image.
Compute employee hours/days worked considering pay adjustments for vacation and sick leaves (50-100 employees)
Calculate and include deductions in payroll computations (withholding taxes, social security payments, advances, loans etc.)
Initiate payroll during mid and month-end and print-off cheques
Prepare cheques and bank transfers for manager’s approval
Handle complaints or questions regarding discrepancies
Resolve payroll discrepancies by collecting and analyzing information
Perform calculations from worksheets and work tickets
Assist in bonus and commission computations
Prepare monthly monitoring reports
Compile employee time, production, attendance and other records
Ensure timecards have proper signatures upon submission
Maintain employee confidence and protect payroll operations by keeping information confidential
Maintain proper filing for electronic and hard copy filing system
Provide general administrative and clerical support including mailing, scanning, faxing and copying to management
Mail bills, contracts, policies, invoice and cheques to concerned recipient
Maintain and update filing, inventory, records, presentations and database systems
Resolve administrative issues by coordinating preparation of reports, analyzing data, and identifying solutions
Use Microsoft Word, Outlook, PowerPoint, Excel to generate correspondence and documents
Review files, records, and other documents to respond to requests
Type, format, proofread and edit correspondence and other documents from notes or dictating machines
Encode city businesses in Microsoft Excel
Maintain proper filing of source documents
Assist client’s service requests, complaints, and inquiries