Administrative Assistant

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

Job summary

A reputable company in Dubai is seeking an Administrative Officer responsible for performing general administrative tasks and managing documentation. This role involves supporting the Directors General Manager and Accounts Department while maintaining organized filing systems. The ideal candidate will efficiently handle visa processing, manage invoices, and oversee office operations. Proficiency in QuickBooks Online is essential. Join a dynamic team where your support will be pivotal in daily operations.

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 support to the Directors General Manager and Accounts Department.
• Manage and update the DAFZA portal efficiently.
• Prepare and submit documents to Consulates for visa processing.
• Maintain a document register track expiry dates.
• Handle employees visa renewals.
• Support the Content Acquisition and Marketing team through research.
• Oversee general office management.
• Maintain accurate records of contracts and financial documentation.
• Prepare, submit, and reconcile expense reports.
• Handle VAT filing in compliance with requirements.
• Prepare quotations, delivery notes, and receipt vouchers.
• Process purchase orders and ensure customer coordination.
• Prepare and send invoices ensuring timely payment.
• Generate and share management reports.
• Follow up on outstanding payments.
• Process bank transactions accurately.
• Coordinate incoming international shipments.
• Manage QuickBooks Online for accounting.

Tools

QuickBooks Online

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.