Main tasks and responsibilities
Office and Reception desk management
Organize office operations and procedures and support with office maintenance, mailing, shipping, arranging stationery supplies, IT equipment (printer/laptop etc), filing bills and follow up on payments (du, dewa, rent, etc.), running pantry errands
Coordinate with the IT department on all office equipment requirements
Design and implement filing systems
Ensure security, integrity and confidentiality of data
Maintain a safe and secure working environment
Organize and schedule meetings and appointments
Provide general support to visitors – Visitors to the company must be taken care of, ensuring their comfort before, during, and after scheduled meetings.
Manage executives’ schedules, calendars and appointments, bookings.
Vendor management and Customer Service
Manage relationships with vendors, service providers, and landlords, ensuring that all items are invoiced and paid on time. This could be AC maintenance, Pest control, Disinfection companies, plant
HR and Admin Coordination
Responsible for supporting new joiners on day one in office with access card, biometric attendance, sim card, business card, etc
Participate actively in the planning and execution of company events
Coordinate office staff activities to ensure maximum efficiency – like birthdays, theme parties, lunch orders etc
Provide HR support and advice to employees and reporting managers, explaining policies and procedures in a timely and effective manner, with regards to leaves, medical insurance, leave travel allowance, ticket bookings, hotel bookings, visa support, etc.
Enter data into the HR system so that accurate records are maintained.
Manage the absence recording system, request medical certificates where necessary, etc.
Administer the probationary review periods and ensure timely completion of the same.
Review candidates and schedule interviews
Maintain the employee master database.
Manage the leaver/ employee exit administration process i.e. collection of access card, parking card, sim card, laptop, etc. and accordingly cancel SIM card contracts, access cards, etc.
Assist the HR & Admin department with the development and maintenance of HR & Admin policies and procedures.
Requirements
More than 2 years' experience in office management as a Receptionist, HR Administrator, Admin executive
UAE National
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