Job Description
• Assist Office Manager with annual renewal process of all leases for offices used by the Company, including long term lease payments for real estate, organisation of certificate of good standing, alignment of insurances, parking slot contracts
• Coordination of all maintenance services for Company’s offices including electrical, mechanical, etc. includes both parts and labour.
• Coordination of cleaning facilities for Company’s premises (interior only), annual renewal of contracts, follow-up
• Coordination of shipping or delivery services for all packages and bulk products, including customs clearance assistance
• Monthly stock taking and ordering of all supplies such as pens, paper, business stationary, business cards, small non-networked office electronics, etc & consumables (food & beverage)
• Coordination & renewal of maintenance contracts for office supplies (electronic devices), monthly routine call-outs
• Maintenance coordination associated with IS hardware/equipment. Includes computer maintenance & repair, including warranties, annual maintenance contracts
• Annual, bi-yearly renewal of all government licenses such as trade license, import license, chamber of commerce license
• Annual, bi-yearly renewal of establishment cards, Public Relations Officer Card
• Liaison for all Freezone related tasks as appointed PRO, coordination of payments to local and government agencies, associations or services
• Keep up to date on all government related processes
• Train & manage all employees in management of all T&E submissions, payments & reconciliations, reinforcement of policies
• Manage T&E accounts for 6 line managers, ensuring timely submission
• Corporate credit card reconciliation & processing, supervision of payments (late payments, blocked cards, exceeded credit limits)
• Management of the Corporate Department Card & BTA card
• Trouble shooting for all corporate card related issues (payment, late charges, non-payment charges, blockage of cards)
• Organisation of staff Events such as Ramadan gatherings, not related to business meetings.
• Arrangements of employment visas, dependent visas & labour cards for all employees, related government approvals, regular updates and renewals.
• Coordination and purchase of books and magazines including all subscriptions, published material, whether they be electronic, on-line, audio, paper, etc.
• Coordination & purchase of business critical information to support Company’s projects mainly marketing & medical based.
• Coordination and purchase of business gifts, giveaways, items for events and or other activities, including printed materials
• Coordination & assistance of all offset and digital printed materials and printing services (. promotional or sales & marketing, HR, corporate communications) which we do locally
• Coordination & assistance of document reproduction (copying) services provided off site.
• Sourcing of services, ordering & submission
• Organisation of all business related event/meeting (including Company’s employee training event) planning and management services. Includes travel, visa, overnight accommodations/sleeping rooms, decor, planning fees, event security, venue selection, A/V, ground transportation, entertainment, and destination management (DMC) services associated with business meetings, conferences, and team building events associated with meetings.
• Refer to Group Events. This also includes visa handling for all GCC participants & Congress Department tool registration & on-site Congress registration
Skills - Interested applicants should have the following:
- Relevant administration support experience of at leat 2-3 years in a multinational company.
- Excellent interpersonal and English communication skills
- Proficient user of MS Office application programs (Word, Excel, PowerPoint & Outlook).
- An effective team player
Job Details
Title - Administration Coordinator
Location - United Arab Emirates, Dubai
Company Sector - Other
Company Type - Employer (Private Sector)
Job Role - Administration/Secretarial
Employment Type - Employee
Number of Vacancies - 1
Preferred Candidate
Career Level - Mid Career
Work Experience - 2-3 Years
Location - United Arab Emirates - Dubai
Gender - Any
Nationality - Emirates
