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Date: May 26, 2024
Location: Dubai
Company: Exalogic Consulting
Professional Responsibilities:
- Greeting and Welcoming Visitors- Welcome and greet all visitors, clients, guests and employees with a professional, sociable and positive attitude. Offer assistance and provide necessary information to enhance their experience. Hold good telephonic etiquette and attend calls, maintain a journal to record and share updates to concerned employees or management staff
- Calendar Management- Coordinate with clients or customers to find suitable dates and times based on availability. Manage appointment calendars, book meeting rooms, and schedule appointments for directors and employees as required. Avoid scheduling conflicts and efficiently allocate time slots. Handle rescheduling or cancellation requests and find alternative appointments when necessary. Ensure clear communication about any changes to the appointment. Maintain accurate records of appointments, cancellations, and rescheduling details for future reference and reporting.
- Administrative Support: Assist with administrative tasks such as data entry, document preparation, and managing correspondence, including emails and letters. Being able to handle multiple tasks simultaneously and adapt to changing priorities. Representing the company with a professional and courteous demeanor. Taking care of pantry and stationery needs at office, timely booking of office supplies and maintain adequate inventory. Ensure to make restaurant reservations to executives, clients or leadership team upon request and approval
- Adherence to Company Policies: Ensure compliance with company policies and procedures, particularly those related to security, confidentiality, and front office operation.
- Travel Coordination: Support travel arrangements in a timely manner, including driver Scheduling - Pick up and Drop, Visas (Visit, Business & Employment and Overseas Visas), Air Tickets booking, Hotel Accommodation, Mail room maintenance etc. as and when required. Availability during weekends and holidays, on need basis to provide coverage for immediate business travels
- Leave Management and Attendance maintenance: Administer employee leave requests, track accruals, and ensure compliance with leave policies. Ensure to produce report via attendance tracking system and timely update to HR manager on in and out timing of all employees at office
- HR coordinator: Ensure to address immediate employee concerns, providing required timely assistance, adhering to the UAE labor laws. Escalate issues to HR manager to ensure immediate action is taken, as case may be
- Communication: Timely communication to all concerned employees on travel and accommodation update. Co-ordinating between the transport support staff and employees to ensure timely pick and drop from airport or any other place, as applicable upon prior approval. Timely communication and escalation to HR manager and Leadership team on any open issues raised by any employee. Effectively communicate over call and over an email. Email etiquette to be maintained at all communication emails. Ensure to have healthy conversation and maintain good relationship with PRO’s. Call and discuss open issues with MOHRE, if need be
- Renewals and Sales Support: Timely renewals of trade license and post box renewals. Maintaining calendar invites and bridging calls where needed.
Skills
- Exceptional knowledge on UAE labor Laws
- Effective time management skills
- Knowledge of Microsoft Office Suite, including Word, Excel, PowerPoint and Outlook.
- Strong interpersonal and communication skills
- Conflict management skills
- Professional appearance and demeanor.
- Treating clients and guests in a hospitable manner
- Ability to multitask and work efficiently in a fast-paced environment.
- Attention to detail and organizational skills.
- Knowledge of office etiquette and protocols.
- Should have strong knowledge on Visa Processing, Travel & Accommodation bookings.
- Ability to handle multiple tasks, such as answering phones, assisting visitors, and managing administrative duties, while maintaining composure and attention to detail.
Years of Experience:
A minimum of four years in front office, reception, or HR administrative roles is preferred.
Qualifications and Certifications:
High school diploma or Bachelor’s additional education or certification in office administration is a plus.
DETAILS TO REGISTER FOR THIS JOB:
NOTE: ATS-friendly CV is COMPULSORY!
https://careers.exalogic.co/job/Dubai-Office-Admin/731548622/NOTE: ATS-friendly CV is COMPULSORY!
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