Administrative Assistant

About This Role

1. Personnel & Recruitment Support

• Onboarding Coordination: Coordinating the mobilization of staff to project sites, including arranging transportation and uniforms.
• Documentation Management: Collecting and filing essential documents (visas, passports, IDs) and maintaining the Applicant Tracking System (ATS).
• Interview Scheduling: Managing calendars for recruiters and department heads to facilitate candidate screenings.
• Credentialing: Assisting HR with weekly follow-ups on the credentialing and medical clearance process for new hires.

2. Operational & Project Logistics

• Attendance & Leave Tracking: Managing employee attendance records, time-sheets, and Paid Time Off (PTO) tracking for staff deployed at various client locations.
• Database Maintenance: Keeping a master employee spreadsheet updated with deployment dates, contract end dates, and contact information.
• Asset Management: Ordering and maintaining inventory for office supplies and equipment used by both office staff and field technicians.
• Work Order Processing: Preparing and monitoring work orders and ensuring they are billed correctly to clients.

3. Communication & Liaison

• Client & Vendor Interaction: Serving as the first point of contact for clients, vendors, and visitors. This includes directing calls and managing emails regarding contracts or service inquiries.
• Drafting Correspondence: Writing and editing professional emails, memos, and reports on behalf of senior management.
• Meeting Coordination: Organizing internal and external meetings, booking rooms, and transcribing meeting minutes.

4. Financial & Administrative Tasks

• Expense Reporting: Processing expense claims and reconciling receipts for travel or operational costs.
• Basic Bookkeeping: Assisting with accounts receivable and payable, and preparing data for monthly financial summaries or annual audits.
• Travel Arrangements: Booking flights, hotel accommodations, and transport for managers or staff members traveling for business.

Pay: AED2,500.00 - AED3,000.00 per month

Application Question(s):

• Are you fluent in Hindi?

Experience:

• Administrative : 1 year (Required)

Work Location: In person