Job Description
General Admin Support
Looking after the Front Office, Welcoming the guests
Answering the telephone and taking messages
Maintaining the tidiness of the boardroom and meeting rooms and office facilities
Organising lunches for guests, workshops, and celebrations. (Coordinate with Office Manager)
Serving of Coffee/Tea/Water to the RMD,Guests and board meeting
Preparing of fruit baskets for the staff every morning
Managing meeting room booking
Maintaining the office supplies inventory and purchasing
Liaising the maintenance work with the contractors & building management
Managing the driver and documents/ post or mails to be delivered to other offices.
Manage Mails/Parcels; Arrange courier via Fedex or Careem Box
Arranging Access Permits for Suppliers & Contractors
Supplier liaison (perishables/newspaper)
Keep track of branded items and Stationery items (procure when required)
Managing Office Parking Card and Transponders List (arrange replacement when necessary)
Preparing transmittals for outgoing documents
Archiving (includes packing and unpacking of items)
Organising trainings for Health and Safety (with L&D Manager’s support)
Arranging Office Sanitization – will be advised by the Office Manager when required
Providing e-signature of C.M’s for contracts/documents when required
Collecting and scanning of Tender Bond
Any Admin ad hoc task like formatting of documents/CV, assisting in preparation of reports, printing, binding, filing, etc.
Delivery and Collection of Documents when driver is not available.
IT Support
Coordinate with the IT support team in terms of troubleshooting, replacement of laptop/desktop
Maintain tracker for Monitor
Equipment Tracker
Matterport tracker
Prepare Capex for Software & Hardware requirements for Country Manager’s signature
Finance Support
Assist Finance in issuing invoices and collecting cheques
Create POs (as requested)
PO for Contractors, Travels & Hotels, Mobile
PO for Stationery items
PO for PPEs
Renaming of Etisalat Bills & Etisalat Bill Distribution
Prepare Cheques for suppliers/ Prepare Cheque Receipts
Prepare monthly expense report -petty cash
Human Resource
Arrange business card requests for new joiners and existing employees
Arrange mobilisation/onboarding of new joiners (Access card, tumblers, mobile, issuing sim card on Etisalat Portal, IT equipment – laptop stand, keyboard, mouse)
Receiving and Scanning of Insurance cards, passports and EID cards (advise Shafeeq)
Prepare mobile log form for employees’ signature
Prepare asset handover (Leavers)
Health & Safety/Environmental
Monthly update of Electricity Consumption tracker
Monthly inspection of First Aid Kit
Personal Protective Equipment liaison (maintaining log of issued PPEs, Manage the procurement and distribution of PPEs)
Marketing
Keep track of Magazines & Banners
Procure branded items from supplier when required
Sustainability
Assisting on their monthly report to New Leaf portal
ACONEX Invoice Upload
Document Control
In charge of document control for the head office (Filing of Contracts, Sub-Con Contract, General Administration, etc.)
Maintain Dubai Staff list (Head Office and Site Office)
Credentials (regular update)
Suppliers & Contractors List
Qualifications
Minimum 3 years of experience in a receptionist or front office role.
Strong organizational skills with keen attention to detail.
Excellent communication and interpersonal abilities.
Ability to manage multiple tasks while maintaining a welcoming and professional demeanor.
Committed to fostering a positive and inclusive experience for all visitors and employees.
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