Administrative Assistant / Office Manager

As a publisher and software integrator for over 20 years. DiliTrust offers a full range of solutions and services dedicated to corporate governance and the secure sharing of sensitive and confidential data.

More than 1300 clients in 50 countries use our solutions to improve their performance.

DiliTrust Dubai is currently looking for an organized and dynamic individual to fill a position that combines sales administration, office coordination and human resources.

The administrative assistant / office manager will ensure the smooth running of the Dubaï office but also provide a link with the teams in Europe. In particular, he/she will be responsible for the following missions:

• Sales and Distribution / Billing :
  • Record contracts, amendments, signed quotes and customer orders in the internal information system;
• Issue customer invoices;
• Control accounts receivable and customer reminders in collaboration with the sales team;
• Transmit all information to internal/external stakeholders, including the accounting firm.

• Office / Administrative coordination :
  • Follow the orders issued by the company, to assist the collaborators at the process level;
• Take care of the organization of the displacements of members of the company;
• Check the status of supply stocks, assessing supply needs and defining the orders to be placed
• Follow-up of supplier invoices, ensure their receipt and transmission to the accounting firm;
• Follow-up of expense reports by employees, their validation by their superior, and their transmission to the accounting firm
• Human Resources:
  • Manage employee files during recruitment and departure;
• Take care of the administrative follow-up of personnel files;
• Manage employees' requests for leave, monitoring of available holiday banks;
• Manage expense reports
• Manage employee payroll information ;

• Diploma of collegial studies in office automation techniques or any related field ;
• You speak fluency English, Arabic and French
• Minimum of 2 years experience in a similar position;
• Minimum of 2 years experience in secretarial, assistant and/or customer service ;
• Mastery of office automation and Web tools (Office Suite: Word, Excel, PowerPoint, Outlook);
• Good interpersonal communication skills;
• Know how to define and manage priorities;
• Demonstrate professional rigor and thoroughness;
• Autonomy and resourcefulness;