Travel/Admin Officer
Dragon Oil PLC
Total years of experience :9 years, 6 Months
HR/Administration:
• Act as back office support to answer all inquiries related to Travel and Company policy.
• Back up support 24/7 help-desk to assist travelers who needs immediate attention.
• Preparing and editing Business correspondence, emails, letters and reports.
• Planning and scheduling the meetings, events and calendar management.
• Draft email to New Employee related to their offer letter, arrival details - accommodation, flight, car hire, visas and airport assistance.
• Prepare the welcome kit for the new joiners and conduct induction related to company Travel Policy.
• Ensure On-Board Process are on selected candidate are smooth including the visa application, travel/accommodation are all set prior to the arrival, scheduling of medical process, visa stamping and medical insurance smooth and well organized.
• Ensure Off-Boarding process is smooth visa cancellation, gratuity and last salary payment, exit interview and exit tickets if required.
• Synchronize and prepare the training requirements and acquire the training cost (course fee, flight tickets and accommodation) abroad /local and coordinate with personnel and HR Dept.
• Keep track records for company vehicle (kilometres, service records, checklist and assignment scheduling, fuel card usage, salik, etc.)
• Annual review with hotel and travel agency corporate rates and credit facility.
• Liaise with Etisalat and DU plan promotions for Corporate, application for new sim cards, data packages activation and cancellation.
• Liaise with Building Maintenance for any carpentry, electrical, AC maintenance and plumbing jobs etc.
• Order and maintain adequate stationary items, pantry Items, company gifts and handle petty cash and control the office expenses.
• Arrange Travel with complex itineraries, Hotel, Car Rental, Meet and Greet, Conference rooms and Restaurant Bookings for Senior Management, BOD and clients.
• Arrange Business trips for Project Team/Rotational Staff - flights, accommodation and transportation.
• Arrange and collate all the documents for visa application process for Short-term visas and business visas to UAE, Iraq, Saudi Arabia, Kuwait and other GCC & Europe countries for trainings and out of UAE projects.
• Prepare the time sheets for payroll and coordinate closely with Finance Department related to leave pay, salary, bonus etc.
Accounts/Procurement:
• Received invoices and prepare LPO/PR for payment process.
• Conducts reconciliation of invoices.
• Follow up payment from Accounts Department.
• Prepare monthly sales report for issued tickets and hotel expenses.
• Prepares and arrange billing statement for corporate procurement card.
• Handles and conduct monthly reports on petty cash expenses, reimbursements and timesheets of the staff.
Projects/Document Controller:
• Preparing and editing Business correspondence, emails, letters, presentation and reports whenever required.
• Planning and scheduling the meetings and complex calendar Project Managers.
• Attend Meeting and taking notes.
• Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence.
• Input document data into the standard registers ensuring that the information is accurate and up to date.
• Generate the various document control reports as required.
• Typing of site documents, and follow up of all the site needs
• Makes sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable
• Maintain updated records of all approved documents and drawings and their distribution clearly
• Maintain the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability.
• Maintain the files and control logs as required by the project.
• Order and maintain adequate stationary items pantry items, company gifts and handle petty cash.
• Coordinates and organized company events, Christmas Party, Team Building, Rig Ceremonies and Conferences local and abroad.
• Arrange Travel with complex itineraries, Hotel, Car Rental, Meet and Greet, Conference rooms and Restaurant Bookings for Senior Management, Project Team and Rotation Staff.
• Arrange and collate all the documents for visa application process for Short-term visas and business visas
• Prepares and arrange new issuance/ renewal of seaman book.
• Synchronize and prepare the training requirements and acquire the training cost (course fee, flight tickets and accommodation) abroad /local and coordinate with personnel and HR Dept.
HR/Administration:
• Preparing and editing Business correspondence, emails, letters and reports.
• Planning and scheduling the meetings, appointments and events.
• Arrange Travel, Hotel, Car Rental, Meet and Greet, Conference rooms and Restaurant Bookings for Senior Management and client.
• Arrange Business trips for Project Team - flights, accommodation and transportation
• Arrange and collate all the documents for visa application process for Short-term visas and business visas to UAE, Iraq, Saudi Arabia, Kuwait and other GCC & Europe countries for trainings and out of UAE projects.
• Prepare the welcome kit for the new joiners and conduct induction related to company Travel Policy.
• Ensure On-Board Process are on selected candidate are smooth including the visa application, travel/accommodation are all set prior to the arrival, scheduling of medical process, visa stamping and medical insurance smooth and well organized.
• Ensure Off-Boarding process is smooth visa cancellation, gratuity and last salary payment, exit interview and exit tickets if required.
• Prepares LPO for ticket issuance, hotel invoices, corporate credit card statement etc.
• Conducts hotel visits regularly especially if the client needs to make sure all facilities are meet to the standards.
• Synchronize and prepare the training requirements and acquire the training cost (course fee, flight tickets and accommodation) abroad /local and coordinate with personnel and HR Dept.
• Annual review with hotel and travel agency corporate rates and credit facility.
• Handles reconciliation of company credit card and send it to accounts for replenish.
• Coordinates and organized company events, Christmas Party, Team Building, Rig Ceremonies and Conferences local and abroad.
• Act a reliever for the Receptionist during her absence and annual leave.
• Prepares Medical Insurance for new employees.
• Involve in Tenancy Contract renewals, payments, maintenance details and miscellaneous issues.
• Preparing and editing Business correspondence, emails, letters and reports.
• Planning and scheduling the meetings, events and calendar management.
• Work closely to Senior Management to handle the busy diary and meeting requests away days.
• Prepares reports and presentation and taking minutes of the meeting when it required.
• Synchronize and prepare the training requirements and acquire the training cost (course fee, flight tickets and accommodation) abroad /local and coordinate with personnel and HR Dept.
• Arrange Travel with complex itineraries, Hotel, Car Rental, Meet and Greet, Conference rooms and Restaurant Bookings for Senior Management and clients.
• Arrange and coordinate with the PRO regarding visa application and cancellation, UAE driving license medical providing administrative support to the department.
• Arrange Video coverage set up and when it required.
• Ordering Lunch and beverages whenever is required.
• All printing task, business cards, access cards, finger scanning, posters, binding and laminating, maps, Travel Policy, Employees handbook etc.