HR & Admin Assistant

Reports to: HR & Admin Manager

Job Description Summary

The HR & Admin Assistant works under the supervision of the Admin and HR Manager to perform a variety of administrative and HR tasks.

General Responsibilities

• Front Desk office and general office support
• Greet guests and provide them with superb customer service
• Answer all client questions and incoming calls
• Redirect phone calls to the appropriate department and takedown messages
• Document controlling, filing, scanning, copying, binding, and record management (both electronic and hard copy)
• Book and maintain schedules, meetings, and travel arrangements, if required Write and distribute email, correspondence memos, letters, faxes, and forms
• Maintain relevant databases when necessary
• Assist the HR & Admin Manager with daily tasks
• Liaise with PRO for daily tasks
• Handle work permit, visa processing documents and applications in coordination with the PRO
• Point of contact for Etisalat, ADDC, Du, etc.
• Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders supplies.
• Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and purchasing new equipment when needed.
• Monitor and maintain the offices cleanliness and etiquette.
• Execute tasks and provide continuous support to HR & Admin Manager
• Prepare the monthly timesheet for payroll purpose
• Ensure the Trade licenses, Establishment Cards, Tenancy Contracts, Vehicle registrations and company insurances renewal without incurring fines
• Support HR Department in recruitment and interview arrangements
• Support the recruitment process of the company by positing vacancies, collecting CVs and conducting screening interviews
• Maintain CV database of the company
• Employee documents filing and record update.
• Support HR Department in Employee Onboarding and Exit formalities
• Any other duties commensurate with the accountabilities of the post.

Minimum Skills or Experience Required

• Effective written and verbal English language communication skills, Arabic would be a plus.
• Good knowledge of HR Practices
• Ability to work cooperatively and collaboratively with all levels of employees, management, and external agencies to maximize performance, creativity, problem-solving, and results.
• Ability to multitask.
• Strong knowledge of Google Suite, MS Office programs, and other governmental e-portals.
• Minimum 3 years in an HR/Admin/Document controlling/Coordinating role, or equivalent.
• Collaborate easily with the Executive Team, Line Manager, and employees