Our leading client, an E-Commerce fulfilment center, is seeking a dedicated Office Administrator/Personal Assistant to coordinate office activities and provide comprehensive administrative support to our management and HR teams. The ideal candidate will ensure smooth office operations, maintain business records, prepare documents, and handle correspondence on behalf of managers. This role also involves overseeing facilities management and implementing administrative procedures to ensure a seamless work environment.Position Title: Office Administrator/Personal AssistantLocation: DubaiJob Type: Full-TimeSalary: 3000-4000 K (AED)Key Responsibilities:Office Administration:

• Ensure overall management of the office, including operational efficiency, effective communications, and housekeeping of office facilities.
• Maintain facilities management, vendor contracts, and relations, ensuring timely follow-ups and renewals.
• Uphold office security protocols and ensure compliance with business continuity obligations.
• Supervise office help to maintain cleanliness and maintenance standards.
• Manage procurement and proper management of office supplies, furniture, and equipment within budgetary constraints.
• Handle phone calls and correspondence (emails, letters, packages, etc.).
• Create and update records and databases, including preparing and sending invoices, maintaining client databases, and tracking accounts.
• Manage and maintain petty cash records for office supplies procurement.
• Contact vendors as needed for facilities management.

HR Administration:

• Assist the HR Manager with all HR administrative tasks.
• Maintain and update employee records (both hard and soft copies).
• Coordinate with the insurance company to ensure timely employee insurance processes.
• Provide necessary information to the insurance company for executing insurance procedures.
• Coordinate with the PRO for onboarding, visa processes, renewals, and offboarding, as directed by the HR Manager.
• Direct employees with grievances or issues to the HR Manager.

Personal Assistant:

• Manage agendas, travel arrangements, appointments, and meeting room bookings for upper management.
• Manage the calendars of the CEO and General Manager.
• Organize and prepare for meetings, including gathering documents and attending to logistics.
• Assist in preparing correspondence, reports, and presentations.
• Handle confidential information with discretion.
• Conduct research, compile data, and prepare reports for management.
• Attend meetings and take minutes as required.
• Assist with special projects as needed.

Reporting:

• Prepare presentations and proposals as requested by management.
• Submit monthly attendance and leave reports to the HR Manager by the 1st of each month.

Qualifications:

• Educational Requirements: High School Diploma or equivalent
• Licenses and Certifications: Proficiency in using computers and Microsoft Office (Word and Excel)

Key Attributes:

• Polished with excellent communication skills
• Eager to learn and grow within the company
• Ability to multitask with a positive attitude
• Excellent organizational skills

Competencies:

• Result-oriented: Focus on achieving desired results, setting challenging goals, and meeting or exceeding them.
• Exceptional Communication Skills: Clearly express oneself in conversations and business writing.
• Responding Flexibly: Adapt to new tasks or changes in the work environment as needed.
• Being Observant: Notice and act on signals given by people, the organization, and society.

Competitive Salary with Standard BenefitsSalary: 3000-4000 K (AED)

HTrust Human Resources Consultancy