Front Office Administrative Assistant

1 week ago


Abu Dhabi, United Arab Emirates Reliance Facilities Management LLC Full time

**JOB TITLE**: Front Office Administrative Assistant

**REPORTS TO**: Senior Manager - Abu Dhabi Operations

**LOCATION**:Abu Dhabi

**JOB STATUS**: Full-time

**Profile**:

- Dependable, confident and mature
- Efficient and accurate
- Able to maintain strict confidentiality when necessary
- Self-starter and independent worker, yet able and ready to be a team player
- Good interpersonal and customer skills, excellent phone skills
- Flexible and able to thrive with a great variety of tasks
- Honesty and integrity (able to handle cash payments)
- Excellent organizational skills; able to organize tasks, create & maintain information storage
- Good letter writing skills (able to compose accurate and professional communication)

**Administrative**
- Proper escalation of calls and convey to the designated person
- Logging and keeping of records of queries
- Preparing Minutes of the meeting
- Resolve administrative problems and inquiries
- Schedule and coordinate appointments and travel arrangements for facilities Mobile teams
- Maintain office supply inventories
- Coordinate maintenance of office equipment
- Communicate effectively and professionally with vendors regarding materials, quotes, scheduling, delivery, etc.
- Keeping and Updating all records for LPO/Invoices/Clients' Database/AMC Contracts/Vendors/Service Reports/Materials and others
- Filing, scanning, binding and printing of specific documents
- Update reports on regular basis or/and as requested by the management.
- Sending invoices and make follow up calls to Clients on pending payments
- Monitor all AMC Contract expiry dates and due payments and coordinate with appropriate department to execute and complete the works.
- Make monthly maintenance reports for smaller maintenance contracts within the company.
- Update in the CAFM system provided the company.

**Accounting Documentation**
- Prepare LPO and Invoices
- Make payment collection on a regular basis
- Updating all receivables.
- To issue receipts and deposits all received cash/cheques
- Prepare payment vouchers related to various revenue and expenses
- Submit and Update all payment transactions to the Accounts Department
- Make monthly summary report for all Unpaid/Paid Invoices
- Handling and processing all petty cash transactions

**Requirement**:

- 4-5 years of experience with formal qualification in office administration, secretarial work, or related training.
- Communicate in English appropriately and clearly both verbally and in writing with telephone callers, office visitors and co-workers
- Operate office equipment to send and receive information with necessary optical, auditory and manual dexterity (mail inserter, fax machine, copier, etc.); use a keyboard and mouse to enter, retrieve or transfer words or data

Work for extended periods of time at a computer, requiring the ability to focus on and read/comprehend information on a computer screen, basic typing to enter information and/or move from screen to screen

**Salary**: AED3,500.00 - AED4,000.00 per month

Ability to commute/relocate:

- Abu Dhabi: Reliably commute or planning to relocate before starting work (preferred)

**Experience**:

- Helpdesk: 2 years (preferred)
- preparing LPO and quotation: 2 years (preferred)



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