TXM Manpower Solutions Hiring for Administrative Assistant at دبي, الإمارات العربية المتحدة

General Administrative Tasks: Maintain and record employee attendance for payroll purposes, ensuring accuracy. Dispatching customer invoices and delivery advices, and sending out customer invoices and delivery advice accurately and promptly. Managing Inbound and Outbound Couriers, Coordinate incoming and outgoing courier shipments,including documentation and tracking to ensure timely delivery and receipt. Maintain a professional and welcoming atmosphere at the Arranging Visitor’s Jafza Passes: Facilitate the process of obtaining Jafza passes for visitors, ensuring compliance with relevant regulations and protocols. Managing the Reception Area and Screening Calls, greeting visitors, answering incoming calls, and directing inquiries to the appropriate personnel. Assisting with special projects and initiatives as needed. Updating and maintaining accurate records and databases. Assist the office manager in day-to-day administrative tasks Organizing and maintaining physical and electronic files. Provide comprehensive administrative support to the office manager. Assist in processing supporting bills & reimbursements of the office manager. Manage schedules, organize meetings, and maintain office records. Assist in scheduling meetings, booking conference rooms, and printing meeting materials such as agendas and presentations, etc. Provide administrative support, including data entry, file organization, and document preparation. Coordinate appointments, meetings, and conference calls. Maintain physical and electronic files securely. Update and manage accurate records and databases. Assist with special projects and initiatives as needed. Obtaining Quotations for Freight Charges: Liaise with freight companies to obtain quotations for shipping charges, facilitate the sending of sample materials to customers Safety and Compliance Responsibilities: Organize and conduct annual mock drills for emergency preparedness. Register and book company delegates for various trainings, including ISO, FZIO, Fire Brigade, and First Aid training sessions Coordinate safety maintenance services and oversee maintenance contracts, Liaise with vendors for the renewal of Star Fire Safety AMC contracts and monitor maintenance services to uphold safety standards. Conducting ISO audits to ensure compliance with quality management standards and identify areas for improvement. Manage the reception area in parallel with the receptionist, screen calls, and arrange visitor passes. Coordinate inbound and outbound couriers. Dispatch customer invoices and maintain attendance records. Obtain freight quotations and provide administrative support to various departments. Visa and Travel Coordination: Maintain meticulous records of visa documentation, including passports, visa applications, and approvals. Making travel arrangements, including booking flights, hotels, and transportation by providing administrative support in arranging travel logistics for employees. Assist in ticket issuance and applying visas for the team. Maintain meticulous records of visa documentation. Vendor Coordination: Initiate communication with vendors and obtain quotes for services. Facilitate the order process by sending quotation requests, tracking orders, communicating the quote with the Office Manager for approval, and coordinating with vendors to execute the work Monitor vendor performance and address any issues or concerns on time.Event and Exhibition Organization: Work alongside the office manager to plan and execute company events, conferences, and exhibitions. Assisting the Office Manager in the planning and organization of meetings, conferences, and events. Collaborate with event planning teams to assist in organizing company events, conferences, and exhibitions from conception to execution. Coordinate logistics such as venue selection, catering arrangements, team transportation, tickets & accommodation booking, etc. Provide onsite support during events to ensure seamless execution and address any unforeseen issues. Onboarding and Offboarding Support: Collaborate with the office manager to facilitate the onboarding process for new hires, scheduling training sessions if required, and assisting with paperwork collection & completion.Support the offboarding process in coordination with the company PRO, and process relevant documentation. Maintain accurate records of employee onboarding and offboarding activities, ensuring compliance with company policies and procedures. Requirement: A bachelor’s degree in business administration will be preferred, other degrees are accepted as well. Proven experience as an administrative assistant or office coordinator for a minimum 4 years. Strong organizational and multitasking skills. Demonstrated ability to manage tasks efficiently, prioritize workload, and maintain accurate records. Willingness to adapt to changing priorities and take on new tasks as needed in a dynamic work environment. Excellent communication and interpersonal abilities. Proficiency in MS Office (Word, Excel, PowerPoint). Attention to detail and problem-solving skills. Knowledge of administrative procedures and systems. Ability to prioritize tasks and work independently. Ability to work under pressure. Fluent in English. Strong organizational and multitasking abilities. Strong communication and negotiation skills. Familiarity with safety and compliance regulations is a plus. Familiar with ISO Certification (is compulsory) Familiarity with visa processing and travel coordination is required. Experience in event planning and vendor management is desirable. Ability to maintain confidentiality and professionalism.