Administrative Assistant - Grand Technology

Qureos Inc; United Arab Emirates; On-site; AED 60,000 - 120,000; Full time

Job summary

A modern administrative solutions firm in the United Arab Emirates is seeking a detail-oriented Administrative Assistant to provide comprehensive support to management. Responsibilities include managing correspondence, maintaining filing systems, processing visa applications, and handling office operations. Proficiency in QuickBooks Online is required. This is an excellent opportunity for individuals looking to grow in an administrative capacity.

Responsibilities

• Perform general administrative tasks and clerical duties.
• Maintain both digital and manual filing systems.
• Draft and manage correspondence.
• Provide administrative support to Directors and General Manager.
• Manage and update the DAFZA portal.
• Process documents for visa applications.
• Track expiry dates for company documents.
• Handle employees’ visa renewals.
• Support the Marketing team with research.
• Oversee daily office management.
• Maintain records of customer contracts.
• Prepare expense reports.
• Handle VAT filing.
• Generate and share management reports.
• Coordinate incoming international shipments.
• Manage QuickBooks Online for financial tracking.

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.