Admin Assistant

Position

Admin Assistant HF_AA_15092021

Job purpose:

• To provide front desk support & administrative support to the organization
• To liaise with HR department for documentations, reports & visa requirements
• To manage the day to day administration requirements of the company which includes general clerical

coordination

• Project a professional company image through personal and phone interaction.

Roles & Responsibilities -

Front office:

- Handle the front office - directing all visitors, including vendors, clients, candidates and customers appropriately

• Screen Incoming calls and direct it to appropriate departments and take accurate and complete messages
• Order and manage the office Stationery supplies; liaise with the store & logistic team
• Manage the routine office Administrative duties
• Perform other duties as instructed by the HR/Admin Manager which contribute to the effective office management & administration of the company
• Handle Travel arrangements as and when required

Administration & visa documentation:

• Attend to all online visa/documents via JAFZ Portal
• Handle the complete visa cycle of new hires and visa renewal (submitting requests through JAFZ portal, liaising with JAFZ/Courier for collections, arranging medical tests, EID, etc.,)
• Prepare & coordinate documents for visa requests, gate passes, office access cards, sponsorship cancellation, and repatriation, etc
• Check monthly documents which will expire and prepare logistics for prompt renewal of visas, work permits, Dubai Municipality card, OHS cards and Jebel Ali Free Zone Authority (JAFZA) access cards
• Act as the point of contact for employees with regards to their daily administrative requirements and attend to visitor requirements eg. leave travel booking, JAFZA gate passes, and office access passes
• Responsible for maintenance and update of HR administration system and databases
• Work closely with personnel in ensuring the successful integration of activities towards meeting a particular objective or goal
• Coordinate directly with the HR /Admin Manager with regards to visa requirements or processing of new employees and other PR related activities for compliance with UAE labour

Required Skills:

Excellent communication skills – English and Hindi

Minimum 1yr experience in a Receptionist role

Hands-on experience in Administration & visa documentation;

Previous experience handling JAFZA portal - preferred

Ability to learn & multi-task