Job closed
Ref: MP450-1431
Job description / Role
The position is accountable for the day-to-day smooth functioning of front desk & administrative function. A frontier job which serve both external clients and internal staff in the way that they are guided to the appropriate department or person. Also travel management for employees & guests. Assists the HR Executive in HR related jobs including but not limited to coordinating training programs, employee events and maintaining leave records.
Requirements
• Booking and organizing all travel related management for internal staff and visitors including flights, transport, rent a car etc.
• Arranging and preparing necessary documents for visa application for internal staff and visitors.
• Hotel Bookings for staff, guests as per Company Policy.
• Initiating & negotiating best rates and deals with the travel agency, major airlines & hotel chains.
• Acts as PRO for JAFZA administration jobs including but not limited to submission of documents, processing employee residency visa application till cancellation, trade license renewal, etc.
• Support HR Executive in coordinating, organizing employee events, Fun Calendar, Birthday celebrations, maintaining attendance & leave records.
• Housekeeping management including monitoring and maintaining office cleanliness.
• Supervising the cleaner and office boy.
• Responsible for making monthly reports- Etisalat, Airplus Bill, Al Tayer Bill, E dirhams, Petty Cash and assisting the F&A department in any F&A related work.
• Dispatch/ receipt of couriers and co-ordination with courier service provider as per company policy.
• Handle incoming telephone calls and directing the call to the right department. Checking voice mail daily and forwarding it to the person concerned.
• Making Gate Passes for the Company Employee abroad and Guests.
• Booking of meeting and training rooms.
• Make sure guests are taken care of, ordering food and arranging their local transport.
• Weekly mail coordination and distribution.
• Distribution of cheques and calling the supplier for collection
• Preparation of stationery order requisition, purchase, distribution of all kinds of office stationery.( business cards, letterheads, envelopes etc)
• Inputting Purchase Orders via SAP for the Company Gems and CGB staff.
• Coordinating & arranging the CGB Staff Sale (Quarterly Basis)
• Making weekly newsletter, updating the Bulletin Board in regular basis
• Managing administrative duties to include but not limited to faxing, scanning, copying, and book binding
About the Company
BAC Middle East - the longest established professional recruitment consultancy in the UAE. Established in 1979, we have been at the forefront of the region's recruitment industry for 40 years and were the first firm of our type in the world to achieve ISO9001 certification: a reflection of our constant emphasis on quality and customer satisfaction.
With our well-developed infrastructure and staff strength, we are able to assist you with recruitment needs ranging from junior professionals through to middle and senior management, whatever your industry sector.
BAC's proven regional experience and resources can help ensure that you recruit the best available candidates and enjoy the many advantages of a managed recruitment process.