Secretary / Admin Assistant

Key Responsibilities

• Perform general administrative tasks and other clerical duties.
• Maintain both digital and manual filing systems to ensure organized recordkeeping.
• Draft and manage correspondence, including letters and emails.
• Provide comprehensive secretarial and administrative support to the Directors, General Manager, and Accounts Department.
• Manage and update the DAFZA portal efficiently.
• Prepare and submit required documents to respective Consulates for visa processing.
• Maintain a document register, track expiry dates, and process renewals for company documents such as trade licenses, leases, establishment cards, insurance, and PO Box.
• Handle employees’ visa renewals and ensure timely processing.
• Support the Content Acquisition and Marketing team by conducting research and gathering relevant information.
• Oversee general office management and day-to-day operational needs.
• Maintain accurate records of customer contract agreements and content-related documentation.
• Organize and manage filing systems for contracts, agreements, and financial records.
• Prepare, submit, and reconcile expense reports, including managing petty cash transactions.
• Handle VAT filing in compliance with regulatory requirements.
• Prepare quotations, delivery notes, and receipt vouchers as required.
• Process purchase orders and ensure timely coordination with customers.
• Prepare and send invoices, ensuring accurate and timely payment processing.
• Generate and share management reports, including purchase order reports and accounts receivable statements.
• Follow up on outstanding payments via email and telephone correspondence.
• Process bank transactions, including cash, cheque, and online payments, accurately and securely.
• Coordinate and manage all aspects of incoming international shipments, including tracking, documentation, and ensuring timely delivery to the designated warehouse.
• Manage and maintain QuickBooks Online for accounting and financial tracking.