Administrative Assistant

2 weeks ago


Dubai, United Arab Emirates Raban Al Safina Group of Companies Full time

**IMPORTANT NOTE**:
**Tasks will be depending on the request / requirements from the Management. Flexibility and adaptability in the workplace are highly required.**

**Any related work task for Management & Families**
- Arrange & accompany Executive-level / Management Families / VIP Guest for any required medical appointment
- Schedule and coordinate any sort of Executive meetings, appointments, and travel arrangement.
- Record keeping / update records of management / company properties & confidential data including Executive-level & personnel files
- Deal with employee requests related to company information, human resources issues, rules, and regulations
- Provides administrative support to the **Projects Department**:

- Scan, print, filing and organize the files as required
- Assist for travel booking with Projects team (Dubai branch& BGW Head office) when required.
- Manage food for the c o n fe r e n c e meeting / VIP / Business partners
- Coordinate with office ladies for office / Flats essentials & cleaning flats;
- Coordinate with office staff & driver’s team (if required assistance & transportation)
- Monitoring the upcoming deadlines for the following:

- Company trade license & lease
- Apartment & Villa Lease
- Vehicle insurance & Mulkiya
- Handles all keys and access cards of the office/ safes/ cars and flats.
- Handle & monitoring the company property such as:

- WIFI modem, keys & phones (ask to log/ note that person who carries out)
- Preparation & filling ISO (International Organization for Standardization) documents
- Coordinates with the MRQ (Most recent Quarter -Mr. Vineeth) and all other departments for maintenance of the ISO (International Organization for Standardization).
- Coordinate & providing the required documents for PRO related to visa/ legal documents/
- Distributes information as directed and managed all incoming and outgoing mail for each department ensuring prompt responses to time-sensitive queries and required support
- Monthly reporting to Accounts for Utility bill reports & mobile plan excess usage for Executive / drivers / Maids
- Prepare VAT return Report to account department (every 3 months)
- Coordination with telecom companies related to phone & mobiles bills or concerns
- Coordination with JAFZA call center or accessing portal relating to our Freezone companies matter.
- Lease contract/ Trade license/ WPS sanctions & penalties
- Uploading the Companies medical / group Insurance & Financial report
- Employee & Management Visa renewals and other required documents
- Letters / document attestation request
- Coordinate with insurance company relating to insurance for management, when required.
- Coordination with Public service such as Embassies / Consulates / UAE Govt. offices related to any necessary queries & follow up
- Provide executive - level & personnel administrative support and meet demanding deadlines
- Maintained utmost discretion when dealing with sensitive topics & confidentiality.
- Weekly checking the PO box (driver should visit Post office every Sunday)
- Arrange & purchase office / pantry supplies & management requirements
- Coordinate with Travel Agents (i.e., Airlink / any other options) for Air tickets and hotel bookings, when required.
- Daily SALIK / EMARAT Petrol recharge & RTA fines
- Scan, print, filing, book binding the require documents from the Executive / Team
- Answer incoming / outbound calls directs & transfer calls to concern person;
- (With complete caller information before transferring the line)
- Coordination with suppliers / service providers / manufacturers to organize visit schedule (when required)

SUCH AS:

- Office / Villa /apartment maintenance, general cleaning & sanitation
- Procurement / Logistics /Project team department related work or request
- PRO service / Translate service
- office general supplies
- Chiller Bills
- OPUS Management
- DEWA
- DU & Etisalat telecom
- Courier companies
- Training school / institutes / center
- Rent a car
- Restaurant & lounges
- Flower shop / Flags supplier
- Real Estate companies
- Safari & Cruise
- Health care services (home service)
- Firefighting maintenance
- Management Apartment’s essentials / supplies

Pay: AED6,000.00 - AED8,000.00 per month



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