Office Administrator

Job Summary:

DataPatrol is seeking a highly organized and detail-oriented individual to manage office administration and provide support in financial and human resource operations. This position will be responsible for creating invoices, quotations, maintaining company documentation, managing employee records, and ensuring smooth day-to-day office functions.

Key Responsibilities:

Invoicing & Quotations:

• Create and send invoices to clients in a timely manner.
• Prepare and manage customer quotations and ensure all pricing and product details are accurate.
• Maintain an organized archive of all financial documents including invoices, quotations, and related paperwork.

Document Management:

• Maintain accurate employee records including contracts, employment agreements, and other relevant HR documents.
• Manage filing and archiving of all company documentation, both physical and digital, ensuring data security and compliance with company policies.

Office Management:

• Oversee day-to-day office activities, including office supplies management and ensuring a well-functioning workspace.
• Assist with meeting scheduling, calendar management, and office correspondence.
• Handle incoming calls and inquiries, directing them to appropriate team members as needed.

Administrative Support:

• Provide general administrative support to the team including travel arrangements, expense reporting, and coordination of internal communications.
• Assist in the organization of company events, meetings, and other engagements.

Requirements:

• Proven experience in office management, administrative assistance, or a similar role.
• Strong organizational skills with the ability to multitask and prioritize tasks effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other office management tools.
• Experience with invoicing systems and financial management software is a plus.
• Excellent communication skills, both written and verbal.
• Ability to maintain confidentiality and manage sensitive information.

Qualifications:

• A diploma or bachelors degree in business administration, accounting, or a related field is preferred.
• Previous experience in an administrative or financial support role is desirable.

Work Environment:

• The position is based in our office located in Dubai Silicon Oasis. This is a full-time position with the potential for career growth as we expand our operations.