Front Office and Admin Personnel

SFM Corporate Services

Dubai, UAE

Posted
Ref: NP563-58

Job description / Role

Employment: Full Time

Human Resource:
• Maintain company’s trade license, Ejari and other documents up to date and take action as required.
• Support all internal and external HR-related inquiries or requests.
• Maintaining and regularly updating the master database (personal file, personal database, compensation, health and medical insurance, etc.) of each employee, in electronic and hard copies.
• Monitoring the probationary periods and renewals of employment contracts.
• Serve as point of contact with benefit vendors and administrators.
• Assist with the recruitment process by identifying candidates, conducting first round of telephonic interviews for the candidates to schedule interviews, performing reference checks and issuing employment contracts.
• Maintain annual leave calendars for all departments as required.
• Assist with performance management procedures.
• Perform orientations and update records of new staff.
• Complete termination paperwork and update records of current staff.
• Recording, maintaining and monitoring attendance to ensure employee punctuality.
• Resolving grievances or queries that any of the employees have, and escalating to the right level depending on the nature of the grievance or issue
• Reviewing job descriptions for all positions at regular intervals and updating them in consultation with the respective managers
• Liaising with all government agencies and company PROs to ensure adherence to compliance
• Implementing and administering performance management processes as per the PMS policy and timelines
• Process payroll and resolve any payroll errors with the Finance Manager.
• Preparing and processing timely distribution of salary, bonus, increment salary slip, leave encashment and full and final settlements.
• Keep up-to-date with the latest HR trends and best practices.
• Ensure a high level of confidentiality.

Front Office:
• Answer telephone, screen, direct calls and relay messages to the appropriate employees.
• Provide information to callers and deal with queries from the public and clients.
• Prospect mails sending to the Business Development Manager /sales team.
• Receive and sort mail and deliveries, encoding and distributing to relevant department/employees.
• Maintain appointment diary either manually or electronically.
• Organize conference and meeting room bookings.
• Monitor and maintain cleanliness of receiving area conference rooms and pantry.
• Tidy and maintain the reception area.
• Receiving visitors at the front desk by greeting, welcoming, directing and announcing them appropriately; assisting them in finding their way around the office. Offer clients and other visitors with tea/coffee/water etc.
• Monitor visitor access and maintain security awareness.
• Assisting with a variety of administrative tasks such as copying, faxing, taking notes, making travel plans, etc.
• Book meetings and prepare the meeting/conference rooms.
• Handling outgoing couriers – dispatching of documents to Clients/Agents/Banka based on dispatch schedule.
• Point of contact between agent and client with regards to New Company Name check.
• Assisting the admins if necessary.
• Employees attendance marking.
• Performing ad-hoc administrative duties.

Compliance & Admin:
• Assist the Compliance Department in preparation of Corporate Management Agreement (CMA) and checking of the corporate documents, ensuring their accuracy as per the company procedure and regulatory framework.
• Ensure that all entries and documents uploaded are created and updated on CRM respectively.
• Coordinate with Accounts Managers and Agents if found any issues and errors on any corporate documents.
• Checks and Prepare Documents for dispatch: Reviewing and preparing the physical file, ensuring that all the documents are properly signed, scanned and uploaded in the CRM, ordering company seal & stamp. Ensuring the checklist is completed before submitting the file to compliance
• Assisting the Admin as required in different tasks such as filing, physical files creation, dispatch’s files preparation
• Preparation of cover letters.
• Perform other administrative tasks as required.

Requirements

• Bachelor’s degree in human resources or related (essential).
• 2 years of experience in handling the HR department.
• Exposure to UAE Labor Law and employment equity regulations.
• Effective HR administration and people management skills.
• Exposure to payroll practices.
• Full understanding of HR functions and best practices.
• Excellent written and verbal communication skills.
• Highly computer literate with capability in email, MS Office, Excel and related business and communication tools. Advance knowledge in preparation of report is an added advantage.
• Good track records in organizational and time management skills.
• Meticulous attention to detail.

About the Company

SFM Corporate Services is specialized in Company Formation and Administration. With offices in Geneva, the Seychelles, Hong Kong and Dubai, SFM is a world’s market leader in the Corporate Services Industry.

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