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Secretary / Admin Assistant
Dubai, United Arab Emirates
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.
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