Intern

2 weeks ago


Jebel Ali, United Arab Emirates TXM Manpower Solutions Full time

**Job Overview**:
The Intern Administrative Assistant to Office Manager plays a crucial role in providing comprehensive administrative support to the office manager and various departments within the organization. This position involves assisting in visa processing, vendor coordination, event and exhibition organization assistance, as well as contributing to the onboarding and offboarding coordination processes. The intern will work closely with the office manager to ensure the smooth functioning of administrative operations and contribute to the overall efficiency of the office.

**Key Responsibilities**:
**Visa & ticketing Processing: Travel Coordination**:

- Making travel arrangements, including booking flights, hotels, and transportation.
- Collaborate with team members to assist in the issuance of tickets for team, through coordinating with travel agent.

**Vendor Coordination**:

- Initiate communication with vendors to obtain quotes for goods and services, evaluating options based on quality, cost, and delivery timelines.
- Facilitate the order process by sending quotation request, tracking orders, communicating the quote with Office Manager for approval, and coordinating with vendors to execute the work.
- Address vendor inquiries, resolve discrepancies in invoices, and ensure timely payments are made in accordance with contractual agreements.
- Monitor vendor performance and address any issues or concerns in a timely manner.

**Event and Exhibition Organization**:

- Work alongside the office manager to plan and execute company events, conferences, and exhibitions.
- Assisting the Office Manager in the planning and organization of meetings, conferences, and events.
- Collaborate with event planning teams to assist in organizing company events, conferences, and exhibitions from conception to execution.
- Coordinate logistics such as venue selection, catering arrangements, team transportation, etc.
- Provide onsite support during events to ensure seamless execution and address any unforeseen issues.

**Onboarding and Offboarding Support**:

- Collaborate with the office manager to facilitate the onboarding process for new hires, scheduling training sessions if required, and assisting with paperwork completion.
- Support the offboarding process in coordination with company PRO, and processing relevant documentation.
- Maintain accurate records of employee onboarding and offboarding activities, ensuring compliance with company policies and procedures.

**General Administrative Tasks**:

- Providing general administrative support
- Assist in processing supporting bills & reimbursements of the office manager.
- Assist the office manager in day-to-day administrative tasks, such as managing schedules, organizing meetings, and maintaining office records, etc.
- Assist in scheduling meetings, booking conference rooms, and printing meeting materials such as agendas and presentations, etc.
- Provide administrative support, including data entry, file organization, and document preparation.
- Coordinating appointments, meetings, and conference calls.
- Organizing and maintaining physical and electronic files.
- Managing document storage systems and ensuring confidentiality.
- Updating and maintaining accurate records and databases
- Assisting with special projects and initiatives as needed.

**Skills and Qualifications**:

- Enrolled in a relevant degree program (Administration department, Human Resources, or related field).
- Minimum of 2 years’ experience in administration and HR.
- Strong organizational skills with meticulous attention to detail.
- Ensuring timely responses to all tasks given by Office Manager.
- Excellent verbal and written communication skills, with the ability to interact professionally with internal and external stakeholders.
- Proven ability to multitask, prioritize tasks effectively, and meet deadlines in a fast-paced environment.
- Proficiency in Microsoft Office suite Word, Excel, Outlook, (PPT IF APPLICABLE) and familiarity with office equipment.
- Previous administrative or office experience IS REQUIRED.
- Knowledge of visa processing procedures, event planning, or vendor management is advantageous.
- Ability to work both independently and collaboratively within a team environment.

**Job Types**: Permanent, Temporary, Contract, Internship
Contract length: 6 months

**Salary**: AED2,000.00 - AED3,500.00 per month


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