Administrative Assistant

3 months ago


Dubai, United Arab Emirates Pharmbills Full time

Job Title: Administrative Coordinator Job Summary: The Administrative Coordinator will be responsible for overseeing daily administrative tasks, ensuring smooth coordination with clients and internal teams, and managing finance-related duties. This role involves handling inquiries, documentation, and financial processes, as well as ensuring compliance with legal and operational requirements.

**Key Responsibilities**:
**Administrative Tasks**:

- **Document Expiry Management**: Monitor expiration dates of trade licenses, certificates, and contracts. Follow up to ensure timely renewals and updates.
- **Inventory Management**: Oversee the availability and distribution of stickers and tape rolls to clients. Ensure orders are placed and followed up on promptly.
- **Certificates**: Create, obtain approval, print, and hand over certificates to clients
- **Factory Visits Coordination**:Collaborate with RS to schedule factory visits and additional supervision as required.
- **Shipment Documentation**: Prepare shipment letters and necessary documentation.
- **Insurance Management**: Handle medical and public insurance-related tasks.
- **Visa and PRO Tasks**: Manage visa and PRO-related processes.
- **Virtual Office Coordination**: Manage inspections and ensure compliance for virtual office operations.
- **Trackers and Website Updates**: Maintain and update trackers and ensure the website is up to date.
- **Property Management**: Handle rental payments, utilities (DEWA), and maintenance for the EAKC apartment
- **Client Reporting**: Prepare and send reports to clients, including timesheets and production reports.
- **Timesheet Management**:Generate timesheets for Rabbis, ensuring accurate submission of hours for salary processing.
- **Asset Management**: Maintain records and oversee the management of assets.
- **ESMA/MOIAT Compliance**: Work with relevant stakeholders to prepare documentation for ESMA and MOIAT renewals.

**Finance-Related Tasks**:

- **Salary Management**:Maintain and update the salary sheet by extracting data from drivers' and Rabbis' timesheets.
- **Payroll Processing**: Pay salaries via WPS (Wage Protection System).
- **Expense Coordination**:Collaborate with RS to clear all expenses.
- **Payment Monitoring**: Track and follow up on payments, ensuring accuracy and promptness.

**Qualifications**:

- Strong organizational and multitasking abilities.
- Excellent communication skills, both written and verbal.
- Proficiency in Microsoft Office (Excel, Word, etc.) and other administrative tools.
- Basic finance knowledge and familiarity with payroll systems.
- Attention to detail and the ability to manage deadlines.
- Experience in coordinating with internal and external teams

**Preferred Experience**:

- Prior experience in administrative and finance roles.
- Knowledge of visa processes, insurance management, and trade license renewals.
- Experience in client communication and reporting.

Pay: AED2,000.00 - AED3,000.00 per month

**Experience**:

- administrative assistant: 2 years (required)



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