Admin Assistant

About This Role

Job Responsibilities: Administrative Assistant

An Administrative Assistant role in the UAE, particularly one that spans office operations, HR, and visa processing, requires a blend of organizational efficiency and a strong understanding of the UAE Labour Law (Federal Decree-Law No. 33 of 2021).

Below is a breakdown of the key responsibilities categorized by your requirements:

1. Office Administration

• Daily Operations: Manage the reception area, handle incoming calls/emails, and oversee the distribution of mail and couriers.
• Facility Management: Coordinate with building management, cleaning services, and maintenance vendors to ensure the office environment is professional and functional.
• Procurement: Monitor and restock office supplies, pantry items, and stationery; manage relationships with vendors to ensure cost-effective purchasing.
• Documentation: Maintain a digital and physical filing system for trade licenses, tenancy contracts, and corporate documents to ensure they are renewed on time.
• Travel Coordination: Handle flight bookings, hotel reservations, and transport logistics for management and visiting partners.

2. Visa Processing & UAE Labour Law

• Entry Permits & Residency: Coordinate with the Public Relations Officer (PRO) to manage the end-to-end process for new employment visas, residency stamping, and Emirates ID applications via the MOHRE and ICP portals.
• Labour Law Compliance: Ensure all employment contracts align with the latest UAE Labour Law, particularly regarding working hours, overtime, and probation periods.
• Visa Renewals & Cancellations: Track expiration dates for staff visas and passports; handle the cancellation process for exiting employees, including the preparation of final settlement documents.
• Medical & Insurance: Schedule mandatory medical fitness tests for staff and manage the enrollment/renewal of mandatory health insurance plans.
• Legal Updates: Stay updated on changes in UAE immigration rules (e.g., Golden Visa categories or new work permit types) to advise the management team.

3. HR Responsibilities

• Employee Records: Maintain comprehensive and confidential personnel files, including attendance records, leave balances (Annual, Sick, and Maternity leave), and disciplinary history.
• Onboarding & Offboarding: Facilitate the induction process for new hires (office tour, IT setup) and manage the exit interview and clearance process for departing staff.
• Payroll Support: Assist in gathering data for the Wages Protection System (WPS), ensuring all salary transfers are compliant with UAE regulations.
• Employee Relations: Act as a first point of contact for staff inquiries regarding company policies, benefits, and internal grievances.
• Recruitment Coordination: Assist in posting job ads, screening resumes, scheduling interviews, and communicating with recruitment agencies.

Job Type: Full-time

Pay: AED2,500.00 - AED2,800.00 per month

Application Question(s):

• Do you currently hold a valid UAE residency under your own or a spouse's sponsorship?
• We are currently seeking a female candidate who holds a valid spouse or self-sponsored visa.

Experience:

• Hr operation: 1 year (Preferred)

Work Location: In person