Admin Assistant

Job Responsibilities: Administrative Assistant

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

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)