Administrative Assistant - Grand Technology

Qureos Inc; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A dynamic company in Dubai is seeking an Administrative Assistant responsible for performing various clerical duties, maintaining filing systems, supporting management, and overseeing office operations. The ideal candidate will have experience in document management and financial tracking, ensuring timely processing of invoices and employee visa renewals. This role offers an opportunity to contribute to a growing organization.

Responsibilities

• Perform general administrative tasks and clerical duties.
• Maintain digital and manual filing systems for organized recordkeeping.
• Draft and manage correspondence including letters and emails.
• Provide comprehensive secretarial support to management.
• Manage updates to the DAFZA portal efficiently.
• Prepare and submit documents for visa processing.
• Maintain a register to track expiry dates of company documents.
• Handle employees' visa renewals and processing.
• Support the Content Acquisition and Marketing team.
• Oversee office management and operational needs.

Job description

Key Responsibilities

• Perform general administrative tasks and clerical duties.
• Maintain both digital and manual filing systems for organized recordkeeping.
• Draft and manage correspondence including letters and emails.
• Provide comprehensive secretarial and administrative support to the Directors General Manager and Accounts Department.
• Manage and update the DAFZA portal efficiently.
• Prepare and submit required documents to respective Consulates for visa processing.
• Maintain a document register track expiry dates and process renewals for company documents (e.g. trade licenses leases establishment cards insurance PO Box).
• Handle employees visa renewals and ensure timely processing.
• Support the Content Acquisition and Marketing team through research and information gathering.
• Oversee general office management and daily operational needs.
• Maintain accurate records of customer contract agreements and content-related documentation.
• Organize and manage filing systems for contracts agreements and financial records.
• Prepare submit and reconcile expense reports including petty cash management.
• Handle VAT filing in compliance with regulatory requirements.
• Prepare quotations delivery notes and receipt vouchers as required.
• Process purchase orders and ensure timely customer coordination.
• Prepare and send invoices ensuring accuracy and timely payment processing.
• Generate and share management reports (e.g. purchase order reports accounts receivable statements).
• Follow up on outstanding payments via email and telephone.
• Process bank transactions (cash cheque online payments) accurately and securely.
• Coordinate and manage all aspects of incoming international shipments including tracking documentation and warehouse delivery.
• Manage and maintain QuickBooks Online for accounting and financial tracking.