Administrative Assistant

Aswaar Consulting; Dubai; On-site; AED 40,000 - 80,000; Full time

Job summary

An established industry player is seeking a proactive Administrative Coordinator to enhance internal processes and support various departments. This role involves streamlining workflows, managing travel arrangements, and ensuring data integrity across systems. The ideal candidate will possess strong organizational skills, a Bachelor's degree, and proficiency in Microsoft Office. Join a collaborative team where your contributions will drive operational efficiency and foster a culture of excellence. If you thrive in a dynamic environment and are passionate about administrative support, this opportunity is perfect for you.

Qualifications

• 2-3 years of experience in administrative roles with a focus on support services.
• Ability to manage multiple tasks and prioritize effectively.

Responsibilities

• Evaluate and streamline processes across departments for efficiency.
• Coordinate travel bookings and manage office supplies and documentation.

Skills

Microsoft Office

Communication Skills

Organizational Skills

Time Management

Interpersonal Skills

Education

Bachelor’s Degree in Administrative Management

Tools

Excel

Word

PowerPoint

Job description

• Evaluate existing processes and workflows across departments to identify opportunities for streamlining and standardization. • Provide centralized support services to internal clients, including but not limited to finance, human resources, procurement, and IT. Serve as a single point of contact for inquiries, • requests, and issue resolution. • Handle routine transactional tasks, such as invoice processing, expense reimbursement, payroll administration, and vendor management, in accordance with established policies and procedures. • Maintain accurate and up-to-date data records, databases, and documentation within the SSU. Ensure data integrity, consistency, and confidentiality in all transactions and communications. • Generate and analyze reports to track key performance indicators (KPIs), service level agreements (SLAs), and operational metrics. Provide insights and recommendations for process improvements and performance optimization. • Develop training materials and conduct training sessions for end-users and clients on shared services processes and systems. Foster a culture of knowledge sharing and collaboration within the SSU team and across departments. • Coordinate domestic and international travel bookings, including flight reservations, hotel accommodations, car rental and ground transportation. • Liaise with internal teams, travel agencies, hotel partners, and rental companies to secure optimal rates and arrangements. • Provide employees and clients with travel options and quotations based on preferences, company policies, and availability. • Ensure all travel-related documentation is correct, complete, and shared in a timely manner. • Monitor booking deadlines and follow up on approvals, confirmations, or pending items. • Coordinate with accounting and procurement teams for Statement of Accounts (SOA) updates and invoice validations. • Communicate professionally via email and phone with internal and external stakeholders. • Provide post-booking assistance and resolve any issues encountered during travel, including escalations when needed. • Supporting in the HR department, such as resourcing candidates for the job openings and assisting in calling potential candidates for an interview. • Managing the office supplies, office documentation, and renewals. • Preparing proposals and supporting all the departments.

• Bachelor’s Degree in Administrative Management or any related field. • At least 2-3 years of progressive experience • Proficient with Microsoft Office (Excel, Word, PowerPoint, and any related software). • Proficiency with or the ability to quickly learn organizational systems. • Excellent verbal and written communication skills. • Excellent interpersonal skills, organizational skills, and attention to detail. • Excellent time management skills with a proven ability to meet deadlines. • Adaptability to Change – able to be flexible, supportive, and adapt to the needs of the organization and employees. • Ethics – able to demonstrate integrity, professionalism, civility, and a high degree of ethics in all job-related actions • Highly motivated team player with the ability to develop and maintain collaborative relationships with all levels within and external to the organization. • Multi-tasking ability to expeditiously organize, coordinate, manage, prioritize, and perform multiple tasks simultaneously to swiftly assess a situation, determine a logical course of action, and apply the appropriate response.