administrative assistant

admin assistant

hr assistant

assistant accountant

sales assistant

assistant contracts manager

Inspire Selection | Recruitment Agency

<div>
 
 We are pleased to announce an exciting opportunity for an experienced Assistant Payroll Manager to join our clients Facilities Management business supporting a workforce of approximately 2,000 employees across multiple high-profile contracts.
 
 
 
 
 
 
 Salary:
 
 AED 18,000 per month depending on experience
 
 
 
 
 
 
 Company Overview
 
 
 
 A leading Facilities Management company delivering services across major client contracts in the region. The workforce consists primarily of site-based operational employees deployed across various locations.
 
 
 
 
 
 
 Role Summary
 
 
 
 This role will lead in managing end-to-end payroll operations for a high-volume, contract-driven workforce. The Assistant Payroll Manager will oversee a team of two payroll processors, ensure payroll accuracy, manage reconciliations, and produce detailed financial and operational reporting.
 
 
 
 
 
 
 Key Responsibilities
 
 
 <ul>
 <li>
 Oversee payroll processing for 2,000 employees.
 </li>
 <li>
 Supervise two payroll team members.
 </li>
 <li>
 Review and validate manually recorded timesheets and supervisor approvals.
 </li>
 <li>
 Verify overtime, leave, sickness, and expense claims.
 </li>
 <li>
 Reconcile payroll-related general ledger and sub-ledger accounts.
 </li>
 <li>
 Allocate payroll costs accurately across multiple client contracts.
 </li>
 <li>
 Prepare monthly payroll and management reports, including overtime, absenteeism, and client cost analysis.
 </li>
 <li>
 Support transition from manual timekeeping to automated systems.
 </li>
 <li>
 Identify process improvements and strengthen payroll controls.
 </li>
 </ul>
 
 
 
 
 
 Requirements
 
 
 <ul>
 <li>
 Minimum 5 years&rsquo; payroll experience in a high-volume environment.
 </li>
 <li>
 Accounting or Finance background with experience in GL reconciliations.
 </li>
 <li>
 Experience within Facilities Management, Engineering, or Construction sectors preferred.
 </li>
 <li>
 Strong Excel skills; Power BI highly desirable.
 </li>
 <li>
 MBA or relevant degree preferred.
 </li>
 </ul>
 
 
 
 
 This role is full time in Dubai and paying a maximum of AED 18,000 per month.
 
 
 
 
 
 Please only apply if you meet the requirements.
 
 
 
</div>

Assistant Payroll Manager

HRsource

<div>
 
 
 Role Overview
 
 
 
 The Office Manager / Executive Assistant to CEO provides high-level operational and administrative support to senior leadership, ensuring the efficient day-to-day running of the office and seamless execution of executive priorities. The role requires discretion, strong judgment, and the ability to manage complexity in a fast-paced environment.
 
 
 
 Key Responsibilities
 
 
 
 
 Executive Support
 
 
 <ul>
 <li>
 Provide comprehensive administrative support to senior executives
 </li>
 <li>
 Manage complex calendars, meetings, travel, and communications
 </li>
 <li>
 Prepare presentations, reports, and briefing materials
 </li>
 <li>
 Act as a trusted point of contact between executives and internal/external stakeholders
 </li>
 </ul>
 
 
 Office &amp; Operations Management
 
 
 <ul>
 <li>
 Oversee daily office operations and facilities management
 </li>
 <li>
 Manage vendors, contracts, and service providers
 </li>
 <li>
 Maintain office policies, procedures, and compliance requirements
 </li>
 <li>
 Ensure smooth coordination across teams and functions
 </li>
 </ul>
 
 
 People &amp; Administration
 
 
 <ul>
 <li>
 Support HR administration including onboarding, documentation, and employee coordination
 </li>
 <li>
 Assist with performance cycles, internal communications, and policy rollout
 </li>
 <li>
 Promote a professional, organized, and positive office environment
 </li>
 </ul>
 
 
 Financial &amp; Administrative Control
 
 
 <ul>
 <li>
 Track office budgets, expenses, and approvals
 </li>
 <li>
 Support invoicing, payments, and procurement processes
 </li>
 <li>
 Maintain accurate records and reporting
 </li>
 </ul>
 
 
 Skills &amp; Experience
 
 
 <ul>
 <li>
 Proven experience as an Office Manager, Executive Assistant, or similar role
 </li>
 <li>
 Strong organizational, time-management, and multitasking skills
 </li>
 <li>
 Excellent written and verbal communication
 </li>
 <li>
 High level of discretion, professionalism, and reliability
 </li>
 <li>
 Confident working with senior leadership and sensitive information
 </li>
 </ul>
 
 
 Key Attributes
 
 
 <ul>
 <li>
 Detail-oriented and highly organized
 </li>
 <li>
 Calm under pressure and adaptable
 </li>
 <li>
 Proactive, solutions-focused, and accountable
 </li>
 <li>
 Strong interpersonal skills
 </li>
 </ul>
 
 
</div>

Office Manager/EA to CEO

RAS Investment Group

Job description:Job Title: Human Resources Assistant Department: Human Resources Reports To: HR ManagerJob Summary: The Human Resources Assistant supports daily HR operations, ensuring smooth and efficient administrative processes. This role is responsible for maintaining employee records, assisting with recruitment, and onboarding, managing documentation, and providing administrative support to the HR department.Key Responsibilities:<ul><li>Maintain and update employee personnel files and HR databases.</li><li>Prepare employment letters, contracts, memos, and other HR documents.</li><li>Assist in recruitment processes &mdash; posting jobs, screening CVs, scheduling interviews.</li><li>Support onboarding and offboarding procedures.</li><li>Handle employee inquiries related to HR policies, leaves, and benefits.</li><li>Track attendance, leave balances, and overtime records.</li><li>Coordinate with PRO or government relations officer for visa and labor procedures.</li><li>Assist in payroll preparation by providing relevant employee data.</li><li>Prepare HR reports and ensure confidentiality of information.</li></ul>Qualifications and Skills:<ul><li>Bachelor&rsquo;s degree in Human Resources, Business Administration, or related field.</li><li>1&ndash;2 years of HR or administrative experience (UAE experience preferred).</li><li>Strong organizational and multitasking skills.</li><li>Excellent communication in English (Arabic is an advantage).</li><li>Proficient in MS Office (Excel, Word, Outlook).</li><li>Knowledge of UAE Labor Law and HR procedures.</li><li>High attention to detail and ability to maintain confidentiality.</li></ul>Job Type: Full-timePay: AED3,000.00 - AED4,500.00 per monthExperience:<ul><li>HR Assistant: 2 years (Required)</li></ul>

HR Assistant

Confidential

<div>
 
 We are seeking a highly competent and professional Executive Secretary / Personal Assistant to provide dedicated executive-level support to the General Manager within a reputable Building Construction or Engineering Consultancy organization.
 
 
 
 
 
 This position requires a proactive, detail-oriented, and highly organized professional capable of handling confidential matters with discretion and operating efficiently in a fast-paced, project-driven environment. The ideal candidate must possess strong coordination skills and a clear understanding of construction industry documentation and UAE authority procedures.
 
 
 
 
 
 
 Key Responsibilities
 
 
 
 
 
 
 
 Executive Support
 
 
 <ul>
 <li>
 Provide full-spectrum executive and administrative support to the General Manager
 </li>
 <li>
 Manage complex calendars, appointments, executive meetings, and business travel arrangements
 </li>
 <li>
 Screen and prioritize communications, including emails, calls, and official correspondence
 </li>
 <li>
 Prepare executive briefings, reports, presentations, and business summaries
 </li>
 <li>
 Draft professional letters, contractual correspondence, and internal memos
 </li>
 </ul>
 
 
 Meeting &amp; Reporting Management
 
 
 <ul>
 <li>
 Organize board meetings, management meetings, and project review meetings
 </li>
 <li>
 Prepare agendas and record accurate minutes of meetings (MOM)
 </li>
 <li>
 Track action points and ensure timely follow-up with stakeholders
 </li>
 <li>
 Maintain executive dashboards and management reports
 </li>
 </ul>
 
 
 
 
 
 Project &amp; Construction Documentation Support
 
 
 <ul>
 <li>
 Coordinate communications between internal departments, consultants, contractors, and clients
 </li>
 <li>
 Assist in preparation and submission of tender documentation
 </li>
 <li>
 Support document control processes for contracts, variations, and project files
 </li>
 <li>
 Maintain proper filing systems (physical and digital) for management and project records
 </li>
 </ul>
 
 
 
 
 
 UAE Government &amp; Authority Portal Handling
 
 
 <ul>
 <li>
 Manage online applications and submissions through UAE government portals including but not limited to:
 </li>
 <li>
 Dubai Municipality
 </li>
 <li>
 Dubai Development Authority
 </li>
 <li>
 General Directorate of Residency and Foreigners Affairs - Dubai
 </li>
 <li>
 Ministry of Human Resources and Emiratisation
 </li>
 <li>
 Relevant Free Zone portals (if applicable)
 </li>
 <li>
 Coordinate trade license renewals, labor contracts, immigration documentation, and regulatory submissions
 </li>
 <li>
 Liaise with PROs and ensure timely compliance with statutory deadlines
 </li>
 </ul>
 
 
 
 
 
 Confidential &amp; Compliance Management
 
 
 <ul>
 <li>
 Handle sensitive corporate information with strict confidentiality
 </li>
 <li>
 Maintain secure documentation related to contracts, financial matters, and management decisions
 </li>
 <li>
 Support compliance tracking for corporate and project requirements
 </li>
 </ul>
 
 
 
 
 
 Mandatory Requirements
 
 
 <ul>
 <li>
 Minimum 5+ years of experience supporting senior management within a Building Construction or Engineering Consultancy company in the UAE
 </li>
 <li>
 Proven experience handling UAE government portals and online authority submissions
 </li>
 <li>
 Excellent command of English (spoken and written)
 </li>
 <li>
 Advanced proficiency in MS Office (Excel, Word, PowerPoint)
 </li>
 <li>
 Strong drafting and reporting skills
 </li>
 <li>
 Exceptional organizational and multitasking abilities
 </li>
 <li>
 Professional communication skills to engage with senior stakeholders
 </li>
 <li>
 High level of discretion and integrity
 </li>
 </ul>
 
 
 
 
 
 Preferred Qualifications
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree in Business Administration or relevant field
 </li>
 <li>
 Experience in tender coordination and construction documentation
 </li>
 <li>
 Experience working in project-driven or main contractor environments
 </li>
 <li>
 Familiarity with document management systems (DMS)
 </li>
 </ul>
 
 
 
 
 
 Salary Package
 
 
 
 
 AED 12,000 &ndash; All Inclusive
 
 
</div>

Executive Secretary / Personal Assistant to General Manager

TLM International FZE

Job Title: Executive AssistantLocation: Dubai - DWC Experience: 3-6yearsCompany: TLM International Freight ServicesIndustry: Logistics/ Supply ChainWebsite: https://tlmifs.com/about-us/What We Do: TLM Logistics is more than just a shipping company in Dubai &mdash; we are your end-to-end logistics partner in one of the world&rsquo;s most dynamic trade corridors. Based in the heart of the Jebel Ali Free Zone, we specialize in providing seamless freight services in Dubai, intelligent warehousing, and reliable 3PL solutions to help your business scale with confidence.Since 2014, we&rsquo;ve grown into one of the top logistics companies in Jebel Ali Free Zone by prioritizing speed, security, and service integrity. Our clients count on us for responsive communication, on-time deliveries, and logistics strategies tailored to their industry. From air, sea, and land freight to flexible storage and distribution, TLM is the logistics backbone behind businesses that move the UAE and the world forward.T4 is TLM&rsquo;s flagship chemical logistics facility, purpose-built to meet the highest standards of safety, compliance, and operational efficiency. Located in the DWC Free Zone, the facility supports both DG and non-DG chemical storage through temperature-controlled chambers, VNA-ready infrastructure, and advanced fire protection systems.Engineered for industries with strict regulatory requirements, T4 offers enhanced security, continuous monitoring, and OHSE-approved insulated storage for sensitive and hazardous materials. With direct access to Al Maktoum International Airport and strong connectivity to Jebel Ali Seaport, T4 enables fast, compliant distribution across the UAE, GCC, and global markets.About the Role:We are seeking a highly organized and detail-oriented Executive Assistant to the General Manager (GM) who will play a critical role in supporting the GM across legal coordination, contract management, vendor and customer liaison, and operational follow-ups.This position requires strong commercial understanding, excellent coordination skills, and the ability to manage sensitive documents with confidentiality and accuracy. The ideal candidate will act as the GM&rsquo;s right hand, ensuring smooth communication between internal departments, external stakeholders, and leadership.Key Responsibilities:1. Contract &amp; Legal Coordination<ul><li>Review commercial contracts, vendor agreements, and customer contracts before submission to the GM</li><li>Coordinate with external legal advisors for contract review and amendments</li><li>Maintain a contract tracker and ensure timely renewals and compliance</li><li>Ensure all agreements align with company policies and regulatory requirements</li><li>Organize and maintain proper documentation of all legal contracts</li><li>Control contract terminations and monitor after termination process especially on confidential information / matters</li><li>Smart and effective approach on NDAs to protect TLM business Interests</li></ul>2. Vendor &amp; Customer Liaison<ul><li>Act as a point of coordination between the GM and key vendors/customers</li><li>Search and finalize suitable vendors as per TLM&rsquo;s business interests</li><li>Follow up on contractual obligations, renewals, and documentation</li><li>Support in vendor negotiations by preparing comparison sheets and commercial summaries</li><li>Control Vendor contract terminations and monitor after termination process especially on confidential information / matters</li><li>Coordinate resolution of contractual or service-related issues</li></ul>3. GM Office Support<ul><li>Prepare reports, presentations, and commercial summaries for management review</li><li>Track key action points from meetings and ensure follow-up with departments</li><li>Assist in reviewing proposals, quotations, and strategic agreements</li><li>Support in drafting official correspondence and business communications</li><li>Maintain confidentiality of sensitive business information</li><li>Arrange customer / vendors meeting schedules as per the details given by GM</li></ul>4. Internal Coordination<ul><li>Liaise with operations, finance, and sales teams to gather required data for contract validation</li><li>Ensure all compliance documents are collected and archived</li><li>Monitor pending approvals and escalate delays to the GM when necessary</li><li>Monitor the pending tasks from Ops dept and update to GM on regular basis</li></ul>Key Requirements:<ul><li>Bachelor&rsquo;s degree in Business Administration, Law, or related field</li><li>3&ndash;5 years of experience in Executive Assistant / Contract Coordinator / Commercial Support role</li><li>Strong understanding of contracts and legal documentation</li><li>Excellent written and verbal communication skills</li><li>High attention to detail and strong follow-up ability</li><li>Proficient in MS Office (Excel, Word, PowerPoint)</li><li>Ability to handle confidential information with integrity</li><li>Strong organizational and multitasking skills</li></ul>Preferred Skills (Good to Have):<ul><li>Experience in Logistics / Freight / Supply Chain industry</li><li>Exposure to contract management or legal documentation</li><li>Experience working directly with senior management</li><li>Knowledge of UAE commercial regulations is an advantage</li></ul>What We Offer:<ul><li>Competitive salary</li><li>Career growth in a fast-paced technology distribution environment</li><li>Supportive and performance-driven work culture</li></ul>Job Type: Full-timePay: AED7,000.00 - AED8,000.00 per month

Executive Assistant

Hilton

<div>Groups, Conference and Events Assistant Manager | Waldorf Astoria Dubai Palm Jumeirah
The Groups, Conference &amp; Events Assistant Manager is responsible for overseeing the planning, organization, and execution of all group events, conferences, and meetings at the hotel. This role involves working closely with clients to ensure their events are executed flawlessly while maintaining the hotel's standards of luxury service.
What will I be doing?
As Groups, Conferences &amp; Events Assistant Manager, you will manage group accommodations actively converting customer enquiries into confirmed sales. The Groups, Conferences and Events Manager will interact frequently with customers and Guests to learn about their needs and develop relationships from which to earn repeat and expanded business.
Specifically, you will be responsible for performing the following tasks to the highest standards:<ul><li>
Assist in managing all aspects of group bookings, conferences, and events, including pre-event planning, on-site coordination, and post-event follow-up.</li><li>
Collaborate with clients to understand their specific event requirements, ensuring their needs are met with the highest standard of service.</li><li>
Liaise with internal departments (e.g., catering, audio-visual, housekeeping) to ensure seamless event execution.</li><li>
Build and maintain strong relationships with clients, ensuring their experience is personalized and exceeds expectations.</li><li>
Conduct site visits, assist in event proposals, and provide guidance on event planning to clients.</li><li>
Respond to client inquiries promptly and professionally, addressing concerns and providing solutions as needed.</li><li>
Ensure smooth operation of all events by overseeing logistics, such as room setups, catering, audiovisual arrangements, and other event-specific requirements.</li><li>
Ensure that events are executed on time, within budget, and to the highest standards of quality.</li><li>
Oversee the preparation of event spaces, ensuring they are set up according to specifications.</li><li>
Assist in preparing event contracts, monitoring event budgets, and ensuring all invoicing and billing is accurate.</li><li>
Track revenue and costs associated with group bookings and events, striving to meet or exceed financial goals.</li><li>
Assist in managing and mentoring the Events team, providing guidance on event management and customer service.</li><li>
Work closely with other departments to ensure all event logistics and requirements are coordinated effectively.</li><li>
Assist the sales team in promoting the hotel&rsquo;s event and conference facilities to potential clients.</li><li>
Stay informed about industry trends and competitor offerings to provide insights for improvement and innovation in event services.</li><li>
Ensure compliance with the hotel's standards, policies, and procedures.</li><li>
Conduct post-event evaluations to identify areas for improvement and ensure client satisfaction.</li></ul>
What are we looking for?
A Groups, Conferences and Events Assistant Manager serving Waldorf Astoria Hotels and Resorts brand is always working on behalf of our Guests and working with other Team Members. To successfully fill this role, you should maintain the attitude, behaviors, skills, and values that follow:<ul><li>
Bachelor's degree in hospitality management, Business Administration, or a related field.</li><li>
Previous experience in event planning or management, preferably in a luxury hotel or similar environment.</li><li>
Strong organizational skills and attention to detail.</li><li>
Excellent communication, interpersonal, and customer service skills.</li><li>
Ability to multitask and work well under pressure.</li><li>
Proficiency in Microsoft Office Suite and event management software.</li><li>
Strong problem-solving skills and the ability to think on your feet.</li><li>
Knowledge of luxury service standards and a passion for delivering exceptional experiences.</li><li>
This position requires flexibility, including working evenings, weekends, and holidays, depending on the event schedule.</li><li>
Ability to work in a fast-paced and dynamic environment.
</li></ul>It would be advantageous in this position for you to demonstrate the following capabilities and distinctions:<ul><li>
Previous experience working in Groups, Conferences and Events Assistant Manager in a luxury hotel
</li><li>Proficiency in other languages will be considered an advantage.</li></ul>
What will it be like to work for Hilton?
Hilton is the leading global hospitality company, spanning the lodging sector from luxurious full-service hotels and resorts to extended-stay suites and mid-priced hotels. For nearly a century, Hilton has offered business and leisure travelers the finest in accommodations, service, amenities and value. Hilton is dedicated to continuing its tradition of providing exceptional guest experiences across its global brands. Our vision &ldquo;to fill the earth with the light and warmth of hospitality&rdquo; unites us as a team to create remarkable hospitality experiences around the world every day. And, our amazing Team Members are at the heart of it all.</div>

Groups, Conference and Events Assistant Manager | Waldorf Astoria Dubai Palm Jumeirah

imediaop

We are seeking an organized Purchasing Assistant to support our procurement department. You will be responsible for processing purchase orders, monitoring stock levels, and maintaining strong supplier relationships to ensure timely, cost-effective procurement.Core Duties &amp; Responsibilities:<ul><li>Order Management:</li><li>Prepare and process purchase orders (POs) based on inventory needs and sales forecasts.</li><li>Maintain and update internal databases with order details, including dates, vendors, and quantities.</li><li>Review buying reports to determine appropriate stock levels and prevent shortages.</li><li>Vendor &amp; Supplier Relations:</li><li>Research and identify new vendors to secure the best quality materials at competitive prices.</li><li>Maintain strong, professional relationships with existing suppliers and wholesalers.</li><li>Coordinate with vendors to resolve issues regarding delayed shipments or incorrect invoices.</li><li>Logistics &amp; Receiving:</li><li>Track and monitor shipments from initial order through to delivery.</li><li>Liaise with warehouse staff to verify that received products match POs and are in good condition.</li><li>Manage and file all procurement documentation, such as contracts, invoices, and shipping logs.</li><li>Administrative Support:</li><li>Prepare reports on market conditions, merchandise costs, and purchasing budgets.</li><li>Perform data entry for product catalogs and master price lists.</li><li>Support the Purchasing Manager with meetings, travel arrangements, and other departmental projects.</li></ul>Qualifications<ul><li>Education: High school diploma or GED , a Bachelor&rsquo;s degree in Business or Logistics.</li><li>Experience: 1&ndash;3 years of experience in procurement, inventory management, or general administrative support.</li><li>Skills: Proficiency in Microsoft Office (especially Excel for tracking) and familiarity with ERP or inventory software like SAP or QuickBooks.</li></ul>Job Type: Full-time

Purchasing Officer

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