Office Admin Cum Receptionists

Job Posted Date : 22nd July 2024

We are Hiring for a Receptionist cum Admin Assistant for our Engineering and Marine Service Client in Dubai .

Key Responsibilities:

Project Coordination:

• Procure required equipment for the company with an emphasis on timely delivery and cost-effectiveness as per requirements in terms of quantity and technical specification.
• Expedite purchase of equipment from international suppliers and coordinate with logistics companies to ensure on-time delivery of materials to clients as per contractual delivery time.
• Develop project plans, timelines, and schedule project activities.
• Review techno-commercial agreements between the company and clients, and the company and suppliers. Verify discrepancies and note requests made by suppliers and clients.
• Prepare LPO (Local Purchase Orders) to suppliers.
• Prepare delivery notes.
• Serve as a point of contact between stakeholders of the project, including clients and suppliers.
• Answer client inquiries, prepare proposals, follow up on the status of proposals until receiving orders.
• Maintain project documentation.
• Coordinate the allocation of resources, including personnel, equipment, and materials.
  
  
  

Human Resources:

• Assist with day-to-day operations of HR functions and duties.
• Provide clerical and administrative support to Human Resources executives.
• Compile and update employee records (hard and soft copies).
• Process documentation and prepare reports relating to personnel activities (staffing, recruitment, training, grievances, performance evaluations, etc.).
• Coordinate HR projects (meetings, training, surveys, etc.) and take minutes.
• Deal with employee requests regarding human resources issues, rules, and regulations.
• Assist in payroll preparation by providing relevant data (absences, bonuses, leaves, etc.).
• Properly handle complaints and grievance procedures.
• Coordinate communication with candidates and schedule interviews.
• Conduct initial orientation for newly hired employees.
• Maintain a list of employees visas for their timely renewal.
• Calculate payroll.
  
  
  

Administration/Reception:

• Order and manage office stationery and pantry items.
• Scan, photocopy, file, and print.
• Answer phone calls, welcoming callers warmly and screening and directing calls professionally.
• Maintain a tidy and organized office, keeping desks organized and papers in their right places, and performing basic dusting of desks using detergents.
• Monitor the cash in banks.
• Pay utility bills (Etisalat, Du, Dewa).
• Pick up mail from Karama post office whenever required.
• Assist the manager in scheduling, coordinating meetings, appointments, and travel arrangements.
• Maintain a master list of company registrations, certifications, and approvals to process their timely renewal.
  
  
  

Logistics Follow-up and Delivery:

• Assign jobs/shipments to agents/logistics companies as per the required delivery terms.
• Monitor and follow up on shipments and get the ETD & ETA to ensure prompt delivery.
  
  
  

Also basic accounting work will be among the responsibilities

Job Location -Dubai Maritime City

Working Hours - 7am to 4pm

No of Working Days - Monday to Saturday

Salary - AED5000 to AED6000 depending upon experience .