Administrative Officer

6 months ago


Dubai, United Arab Emirates TOPTIP TECHNICAL & CLEANING SERVICES LLC Full time

**Job Purpose**

The Administrative Officer will be responsible for processing and carrying out all Office relating works as well as handle all clients queries and update and prepare all required documents for PRO for new jobs visas, permits, licenses, registration, of employees, the company, liaising with various Government Departments and Agencies.

**Duties and Responsibilities**:

- Manage office supplies stock and place orders.
- Prepare regular reports on expenses and office budgets.
- Maintain and update company databases.
- Organize a filing system for important and confidential company documents.
- Answer queries by employees and clients.
- Update office policies as needed.
- Collect and give regular updates on all labor and immigration standards from the government offices to keep the HR office well informed for any changes in procedures and rules.
- Submit, follow-up and gather all new work and business visas to guarantee that the visas are handled and processed on time.
- Assure all business and trade Licenses are updated, follow-up on official approvals and permits, to prevent unnecessary violations.
- When the need arises, represent the company at different offices like Airport Embassies, Police Station, Ministries/Municipalities and other government Departments.
- Respond / deal promptly and productively on general enquiries about PRO functions.
- Assist the office in determining any issues identified with organization vehicle registration and renewals.
- Provide information, and support the HR department by making recommendations on best practices in order to make the process of getting residency permits faster and more efficient.
- Assist in other HR tasks including medical insurance, NOC letters for students / employees, HR reports, front desk, etc.
- Perform any other tasks as per business needs / assigned by supervisor.
- Maintain a company calendar and schedule appointments.
- Book meeting rooms as required.
- Prepare reports and presentations with statistical data, as assigned.
- Arrange travel and accommodations.
- Schedule in-house and external events.
- Conferring with accounting department to help make payments, process incoming invoices, and verify receipts.

**Requirements and skills**:

- Proven work experience as an Administrative Officer, Administrator or similar role
- Solid knowledge of office procedures.
- Experience with office management software like MS Office (MS Excel and MS Word, specifically).
- Strong organization skills with a problem-solving attitude.
- Excellent written and verbal communication skills.
- Excellent organizational skills.
- Attention to details.
- **Required Minimum Qualifications**:

- Bachelor degree is preferred.
- Minimum of 2 years working experience in similar role.
- Strong background of The UAE Labor law
- Experience in similar position in Dubai.
- Fluent Oral & written English.
- Preference given to native Arabic speakers.
- Solid knowledge of Immigration rules and updated regulations, and hands-on experience of using Immigration online system and issuing all kinds of visas.
- Effective interpersonal skills to successfully work with local government agencies.
- Advanced organizational and Administration skills.
- Familiarity with project management software and video/photo editing is a plus.

**Administrative Officer Core Skills**:

- Interpersonal communication
- Scheduling
- Professional telephone etiquette
- Organization
- Problem-solving
- Time management
- Dependability
- Independent work
- Multitasking
- Professionalism
- Positive attitude

**Working Conditions and Physical Effort**
- No or very limited physical & Mentally effort required.
- No or very limited exposure to physical & Mentally risk.
- Work is normally performed in a typical interior/office work environment.

**Salary**: Up to AED2,000.00 per month

Ability to commute/relocate:

- Dubai: Reliably commute or planning to relocate before starting work (required)

**Education**:

- Bachelor's (preferred)

**Experience**:

- Administrative Officer: 2 years (preferred)

**Language**:

- English (preferred)


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