PA/Project Coordinator

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JOB DESCRIPTION / ROLE

Employment: Full Time

Personal Assistance and Administration:
• Manage the CEO's schedule, arrange meetings, and organize events.
• Take meeting minutes, prepare agendas, and distribute relevant documents.
• Handle correspondence, including emails, letters, and other communication and provide prompt and professional responses.
• Provide comprehensive administrative support to ensure smooth daily operations.
• Prepare and edit correspondence, reports, presentations, and other documentation.
• Maintain organized filing systems and manage confidential information with discretion.
• Assist in the preparation of budgets, financial reports, and expense tracking.

Project Coordination:
• Manage and coordinate company projects from initiation to completion.
• Ensure projects are delivered on time, within budget, and meet set objectives.
• Collaborate with team members to allocate resources and track project progress.
• Monitor project progress and provide regular updates to stakeholders.
• Coordinate project meetings, including scheduling, preparing agendas, and documenting meeting minutes.
• Track project expenses, budgets, and resource allocations.
• Proactively monitor project progress, identifying potential issues, risks, and bottlenecks and escalating issues as necessary.
• Serve as a primary point of contact for all projects.
• Facilitate effective communication among project team members, ensuring timely and accurate information flow.
• Collaborate with cross-functional teams to promote collaboration and ensure project success.

Contract Management:
• Manage and maintain contracts with suppliers.
• Review and analyze contracts, ensuring compliance with organizational requirements.
• Manage contract amendments, extensions, and terminations.
• Maintain a contract management database or system, tracking key contract details, milestones, and expiration dates.
• Monitor contract performance, ensuring adherence to terms and conditions, including deliverables, timelines, terms and conditions, and financial obligations.
• Address contract-related issues and disputes, facilitating resolution through effective communication and negotiation.

Travel Management:
• Arrange company travel requirements, including flights, accommodation, and transportation.
• Plan travel itineraries, including flights, accommodations, ground transportation, and any necessary visas or travel documents.
• Coordinate with travel agencies or online booking platforms to secure the best rates and options for travel arrangements.
• Ensure all travel arrangements align with the relevant person’s preferences, schedule, and is approved by CEO and within budget.
• Prepare detailed travel itineraries, including flight details, hotel information, ground transportation instructions.
• Communicate travel plans and itineraries to the relevant person, ensuring clarity and accuracy.
• Monitor and manage any changes or disruptions to travel plans, such as flight delays, cancellations, or rescheduling.
• Coordinate with airlines, hotels, and other service providers to resolve any issues or make necessary adjustments.
• Ensure the relevant person is equipped with all necessary travel documents, including passports, visas, and identification.
• Prepare travel budgets and expense reports, tracking all travel-related expenses accurately.
• Monitor and reconcile travel-related invoices, receipts, and credit card statements.
• Ensure compliance with the organization's travel policies and procedures.
• Work closely with the finance department to process travel expenses and reimbursements in a timely manner.
• Research and communicate any travel restrictions, advisories, or safety precautions relevant to the relevant persons destinations.

REQUIREMENTS

Qualifications & Requirements:
• Bachelor's degree in a relevant field (Business Administration, Project Management, or related discipline) or equivalent experience.
• Proven experience in project coordination, contract management, and administrative support roles.
• Strong organizational skills with the ability to prioritize and manage multiple tasks effectively.
• Excellent written and verbal communication skills.
• Proficiency in project management tools and frameworks.
• Attention to detail and the ability to maintain accuracy while working in a fast-paced environment.
• Strong problem-solving and decision-making abilities.
• Ability to work independently and collaboratively within a team.
• I have a valid driver's license and possess own vehicle.
• Excellent command of English language.

ABOUT THE COMPANY

PRECISE Group is recognized as an industry pioneer in sub surface etching of high quality crystals. Our state-of-the-art equipment manufactured for PRECISE in Germany produces sensational laser engravings in 2D -3D portraits, trophies, corporate gifts and mementos made of precious high-quality optical crystal. The UAE is the birthplace of PRECISE which was formerly known as ‘CRYSTALIX’ and was christened in 2002. The re-branding was part of our international growth strategy since we are expanding globally with an increasing re-seller network and new retail opening worldwide.

PRECISE successfully operates in prime retail outlets in Dubai – The Atlantis, Dubai Duty Free, Deira City Center, as well as several mobile sales outlets for events & exhibitions, we have a worldwide franchise network operating in our name. Our shop- in – shop concept has also been a successful endeavor with various retailers like VIRGIN MEGASTORE and many more. We also have our events division called ‘Fun-tainment’ catering exclusively with our brand of merchandise and products.

Since 2005 we have been officially licensed by Jumeirah for whom we developed and exclusively supply a whole range of licensed products made out of highest quality crystals, like crystal models of the Burj al Arab, Jumeirah Beach Hotel, Jumeirah Emirates Towers, Madinat Jumeirah and the Jumeirah Skyline including Bab al Shams, as well as laser engraved images of all their properties logos and other licensed images. We are also the official suppliers to ‘At the Top’ which is the world’s tallest observatory.

Through the years PRECISE Group has introduced innovate technology to create a niche area of itself, with the 3D Printing revolution; PRECISE is now a provider of 3D Printing solutions and the official distributors of the 3Doodler which is the world’s first 3D pen. Our constant strive is to bring unique solutions that are superior in quality and the first of its kind to a vibrant market of the UAE.

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