Job Description

maintaining organization, efficiency, and proper management of resources. Below are common administrative tasks that are performed in many types of workplaces:

1. Scheduling and Calendar Management

• Organizing meetings : Setting up appointments, coordinating with participants, and managing calendar schedules for executives or teams.
• Event planning : Arranging company events, conferences, training sessions, or team-building activities.
• Managing reminders : Sending reminders for important deadlines, meetings, or follow-ups.

2. Communication Management

• Answering phones : Responding to calls and redirecting them to the appropriate person or department.
• Email management : Monitoring and responding to emails, flagging important messages, and organizing the inbox.
• Internal communications : Distributing memos, newsletters, or important company updates to employees.
• Customer service : Handling inquiries from clients or customers, addressing complaints, and ensuring satisfaction.

3. Document Management

• Filing and organizing documents : Creating, organizing, and maintaining both physical and electronic files.
• Document preparation : Creating reports, presentations, meeting minutes, and other documents as required.
• Record keeping : Maintaining accurate records of business activities, transactions, employee information, etc.

4. Data Entry and Database Management

• Entering data : Inputting, updating, or managing data in software tools or databases (e.g., CRM, spreadsheets).
• Data analysis : Generating basic reports and analyzing information to track trends, metrics, or KPIs.
• Managing inventory : Keeping track of office supplies, equipment, and resources.

5. Financial Administration

• Processing invoices : Handling payment requests, ensuring that invoices are paid on time, and tracking financial transactions.
• Expense reporting : Preparing and submitting expense reports, monitoring budgets, and ensuring financial compliance.
• Payroll support : Assisting with payroll preparation and processing employee payments (if applicable).

6. Human Resources Support

• Recruitment support : Posting job ads, screening resumes, scheduling interviews, and assisting with the hiring process.
• Employee records : Managing employee files, benefits, leave tracking, and compliance with labor laws.
• Onboarding : Assisting with the onboarding process for new employees, including paperwork and orientation.

7. Office Management

• Managing office supplies : Ordering, restocking, and organizing office supplies and equipment.
• Maintaining office environment : Ensuring the office is clean, safe, and well-organized, including liaising with cleaning and maintenance services.
• Coordinating facilities : Managing office space, equipment, or services, such as arranging for repairs or managing office seating.

8. Travel Arrangements

• Booking travel : Arranging flights, hotels, rental cars, and other travel logistics for employees or executives.
• Preparing itineraries : Ensuring that travel schedules are prepared and communicated in advance.
• Expense reconciliation : Managing receipts and handling reimbursements for travel-related expenses.

9. Compliance and Reporting

• Regulatory compliance : Ensuring the organization complies with industry regulations and laws (e.g., GDPR, OSHA).
• Preparing reports : Compiling and submitting reports on financials, operations, and business performance.
• Auditing : Assisting with internal or external audits by providing necessary documentation or information.

10. Customer Relationship Management

• Managing client accounts : Assisting with customer orders, inquiries, and ensuring customer satisfaction.
• Processing orders : Handling customer orders and ensuring timely delivery or service.
• Maintaining CRM systems : Updating customer relationship management (CRM) tools with client data, sales info, and interactions.

11. Project Management Support

• Tracking progress : Assisting project managers by tracking the status of ongoing tasks and deliverables.
• Coordinating resources : Ensuring that team members have the necessary tools and materials for project completion.
• Documenting updates : Keeping records of project meetings, deadlines, and deliverables.

12. Legal and Contract Support

• Contract management : Organizing, reviewing, and filing contracts or agreements with clients, vendors, or partners.
• Compliance tracking : Ensuring all company agreements and activities comply with legal standards.

13. IT Administration

• Basic IT support : Helping employees with troubleshooting, managing password resets, or coordinating with IT support for complex issues.
• System updates : Ensuring that software systems and tools are regularly updated and functioning properly.
• Managing security protocols : Assisting in the management of office security systems, including network security.

14. Marketing and Social Media Support

• Content creation : Assisting with creating marketing materials, newsletters, and social media content.
• Managing campaigns : Coordinating digital marketing campaigns or promotions.
• Social media monitoring : Updating social media platforms and responding to customer inquiries or comments.

15. General Administrative Support

• Providing support to management : Helping executives or department heads with ad-hoc tasks.
• Handling office correspondence : Sending and receiving physical mail, packages, and emails.
• Managing filing systems : Creating and maintaining efficient and organized filing systems for both physical and digital documents.

Job Type: Part-time

Pay: AED1,500.00 - AED2,500.00 per month

Expected hours: 48 per week