Administrative Coordinator
Fragomen FZ LLC
Total years of experience :19 years, 11 Months
• Manage client’s Tecom Government online service applications such as new employment residence permit (in country and out of country process), internal transfer, sponsorship transfer, residence permit renewal, UAE business visa, residence permit cancellation, no objection letter, salary certificate, amendment of job title and salary details.
• Handles client’s dependents residence permit process (new, renewal and cancellation)
• Handles Emirates ID applications for clients and dependent.
• Prepare client’s and dependent’s application pack for submission at immigration and Tecom authority.
• Provide instruction to company PRO in order to complete the required task.
• Manage salary amendment cases with direct communication with assignee, requesting to provide documents, providing the status of their application and sending matter complete email.
• Coordinating the status of each application with manager and consultant
• Update GVS (Global Visa Solution) history, upload all required documents in each case and track expiry date of residence permit, Freezone and Emirates ID cards.
• Prepare all completed cases for billing.
• Knowledge in DIFC process.
• Answer telephone calls; attend to incoming clients.
• Faxing, printing, photocopying and scanning of documents
• In charge for ordering of monthly pantry and office supplies.
• Arranging of courier pick up of documents and distribution of package to appropriate employees.
• Organize flight and hotel booking for managers.
• Coordinating and arranging repairs of office equipment.
• Setting up of conference room for client meeting and presentation.
• Maintain the schedule of the immigration support team to ensure time saving and efficient task delegation.
• Coordinates task updates with all the consultants and administrative support team.
• Compiling and checking of documents for next day tasks.
• Update daily schedule and maintain the task instruction sheet file.
• Check and prepare the expense summary of the immigration coordinators.
• Create new case and upload documents to GVS.
• Perform other related duties as required.
• Organizing business travel and accommodation for managers.
• Monitoring inventory, office stock and ordering supplies as necessary.
• Raising of purchase orders and tracking of invoice.
• Creating and modifying documents using Microsoft office.
• Maintain hard copy and electronic filing system.
• Maintaining employees file folder.
• Arrange courier pick up of documents and materials to be sent to other offices locally or international.
• Handles petty cash and process expense claims.
• Receive and process all invoices, expense forms and requests for payment.
• Prepare cheques for payment.
• Prepare monthly payroll.
• Coordinating and arranging repairs of office equipment.
• Handling and distributing all incoming and outgoing correspondences and faxes.
• Typing and preparing all documents and correspondences, such as letters, reports, tender, specifications, submission proposals, faxes, etc.
• Checking dispatch documents are accurate.
• Providing secretarial/clerical support to Project Directors to include but not limited to: filing, photocopying, binding, sorting, typing, etc.
• Maintaining office filing system (hard and electronic copy)
• Controls office supply stocks and in-charge for ordering and preparing LPO.
• Handles petty cash and process expense claims.
• Receive and process all invoices, expense forms and requests for payment.
• Maintain and update files of invoices, purchase orders, requisition, accounts payable & receivable,
• Verify calculations and input codes in to the Accounts system in an accurate manner.
• Matching supplier’s delivery notes to invoices.
• Deal with daily transactions for the petty cash and ensure that reconciliations are completed on a weekly basis.
• Prepare monthly payroll and cheques for payment.
• Greet customers and answer their queries.
• Keep a record of guests’ arrivals, day and time of check-in, length of stay,
• Liaise with other departments such as housekeeping, restaurants and security, regarding VIP and group check-ins;
• Manage booking of rooms and issue of room keys.
• Allot rooms and check the identity of the person through valid identity proofs.
• Maintain records of guests and visitors coming in and going out of the hotel.
• Note requests for wake-up calls, transport arrangements and other general enquiries.