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Office Administrator

3 months ago

Dubai, Dubai, United Arab Emirates Denovo Jewels Full time

JOB TITLE:

Office Administrator:

Location:
Dubai-UAE

Company Description:
DENOVO JEWELS is where these luxury dreams meet reality. We offer collectible Jewelry pieces that can be worn by themselves or stacked with others to match any occasion.

Role Description:


As an Office Administrator, you will play a crucial role in ensuring the smooth and efficient functioning of our office.

Your responsibilities will include, but are not limited to:

Key Responsibilities:

1.

Office Management:

  • Organize and file any documents and ensure all relevant folders are uptodate and accessible.
  • Handle incoming and outgoing correspondence, Quotations, and Invoices.
  • Coordinate with contractors for kiosk installation, negotiate for the best deals, and ensure projects are completed to specifications.
  • Contact building managements to address any issues within the company premises and ensure a safe and functional work environment.
  • Ensure all insurance policies are up to date (health & vehicle)
  • Provide administrative assistance to other members of the executive team and senior management as needed.
  • Assist with the preparation of reports, presentations, and documents for internal and external.
  • Coordinate and organize company events, meetings, and conferences.
  • Arrange staff uniforms and provide guidance on measurements and Name tags.
  • Oversee the daily operations of the office, ensuring smooth functioning and efficiency.
  • Manage office supplies, inventory, and equipment, ordering and restocking as necessary.
  • Maintain office facilities and ensure a clean, organized, and professional work environment.

2.

Recruitment:

  • Utilize hiring platforms to actively search and recruit new staff.
  • Manage new and monitor the renewal of visas for new and existing staff member as required.

3.

Accounts & Finance:

  • Maintain petty cash for daytoday expenses and provide reports to ensure transparency and accountability.
  • Assist the accountant in reconciling company bank accounts, ang managing finances to ensure accuracy.
  • Monitor monthly cheque payments for Mall rental fees.
  • Manage monthly bills payments.
  • Prepare TAX filing documents quarterly.

4.

Shipment & Logistics:

  • Coordinate with agents and provide all required documents to ensure smooth transactions from the origin with timely clearance to avoid paying extra charges.
  • Yearly renewal of Dubai custom's company account.

5.

Mall Management Coordination:

  • Contact mall managements to address and resolve any issues or errors related to the company's kiosk or operations within the mall premises.
  • Engage in negotiations with leasing department to secure favourable rental terms for all company shops on an annual basis.
  • Ensure timely renewal of licenses for all company shops.
  • Coordinate with mall managements regarding rules and obtain necessary work permits.
  • Submitting monthly sales report.

6.

Sales support:

  • Train staff on how to effectively utilize the company's system.
  • Assist sales personnel by providing and support to enhance their performance and meet targets effectively.
  • Check in with team members to address any concerns or questions.
  • Collaborate with systems developers to identify and address any issues or enhancements required to optimize the functionality of the system.
  • Provide ongoing training and guidance to staff on how to effectively use the company's system and deal with the customers.

Qualifications:

  • Wellorganized in handling documentations with accuracy.
  • Discretion and the ability to handle confidential information.
  • Excellent in negotiation skills
  • Excellent in Microsoft office, particularly in excel.
  • Flexible and always reachable on time.

Salary offered:

AED

Salary:
AED4, AED6,000.00 per month