Job Description

Office Management Responsibilities:

Handle all paper work related to: Visas, EIDs, Medical Insurance, Renewing Company documents in UAE and in Qatar (remotely) including CR, Chamber of Commerce documents and handling any other paper work to ensure successful operation of the company.

Work as a trusted MD Assistant (PA)

Organize the office and assist associates in ways that optimize procedures

Sort and distribute communications in a timely manner

Create and update records ensuring accuracy and validity of information

Schedule and plan meetings and appointments

Monitor level of supplies and handle shortages

Resolve office-related malfunctions and respond to requests or issues

Coordinate with other departments to ensure compliance with established policies

Maintain trusting relationships with suppliers, customers and colleagues

Perform receptionist duties when needed

-Arranging visits to our office and host them as needed

-Help in marketing activities (LinkedIn, events, .. etc)

-Help the accountant in providing all related documents on-time and do the tasks as assigned by our accountant

- All other duties as directed from your supervisor

HR Responsibilities:

Recruitment and Hiring, including onboarding.

Training and Development for all employees.

Employer-Employee Relations.

Maintain Company Culture and organize internal and external events.

Manage Employee Benefits, including Medical Insurance.

Create a Safe Work Environment.

Handle Disciplinary Actions.

Creating policies to ensure best performance of all employees

Full coordination with Regional HR

All other duties as directed from your supervisor

Assistant to MD Responsibilities:

1. Meeting management: scheduling and setting up internal and external meetings including agenda management, minute taking, action tracking and relevant communication

2. Diary and calendar management: supporting the Managing Director and Trustees, and administration of all shared calendars

3. Information management: management of electronic and paper filing systems including structure, access, policy, quality control and data protection

4. HR/recruitment support: providing administrative support on all aspects of HR and recruitment, including coordination of staff and volunteer coaching and supervision

5. Procurement: supporting all teams on procurement through research, obtaining quotes, following up on orders/invoices, and ensuring compliance with procurement policy and best practice

6. General office duties as required and provision of backup cover/holiday support to ensure the effective running of the office

Job Type: Full-time

Pay: From AED10,000.00 per month