European Experienced Reception Admin HR Executive - Multinational Trading Co

Apt Resources; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

A renowned multinational trading company in Dubai is seeking a dynamic Reception Admin & HR to serve as the first point of contact for visitors and to provide essential HR support. The role involves managing administrative tasks, maintaining employee records, and ensuring compliance with company policies. Candidates should possess strong interpersonal and organizational skills, experience in a similar role, and familiarity with HR processes. This position offers a chance to thrive in a fast-paced multicultural environment.

Qualifications

• Proven experience as a Receptionist or Administrative Assistant with HR exposure.
• Ability to work in a fast-paced multicultural environment.
• Familiarity with company registration and administrative procedures.

Responsibilities

• Manage phone calls and emails directing them to the appropriate departments.
• Assist guests to the office and coordinate with reception.
• Maintain company-related documents and coordinate renewals.
• Draft offer and appointment letters for new employees.
• Update attendance and leave records and prepare salary forms.

Skills

Interpersonal and communication skills

Organizational abilities

Problem-solving skills

Attention to detail

Confidentiality

Education

Bachelor's degree in HR or related field

Tools

MS Office Suite

HR software

Job description

Description

Apt Resources is proud to partner with a renowned multinational trading company to find a dynamic Reception Admin & HR this role you will be the first point of contact for visitors while also providing essential HR support to the organization. Your responsibilities will span both administrative and human resources tasks ensuring efficient office operations and contributing to a positive workplace culture.

Responsibilities

Reception & Administrative Support

• Manage phone calls and emails directing them to the appropriate departments.
• Assist firsttime guests to the office and coordinate with reception for visitor access.
• Coordinate with the office assistant to maintain pantry supplies and stationery.
• Send birthday greetings to employees on WhatsApp and email.
• Announce upcoming holidays after management approval.
• Book hotels and air tickets as instructed by management.
• Check company PO Box biweekly and handle NOC renewal process.
• Process employee reimbursements ensuring accuracy of receipts and invoices.
• Prepare payment vouchers authorization letters for bank statements and handle monthly bill payments (Etisalat CEO/Directors home internet DEWA).
• Manage meeting room bookings and email coordination with stakeholders.
• Handle incoming and outgoing mail and packages.
• Apply for visit visas as required.
• Organize and maintain records and documents.
• Familiarize with DMCC & DIFC Portals for company and employee services.

Company and Employee Services

• Ensure all companyrelated documents are valid and updated and coordinate renewal efforts.
• Set up new companies (DIFC DMCC IFZA) and manage KYC processes.
• Monitor KYC/KYS documents for AML compliance and maintain accurate document filing.
• Assist in company bank account opening by managing document submission and completion of bank forms.
• Handle renewals for UAE KP Memberships DNATA Authority Letters and Identity Cards.

HR Administration

• Maintain accurate employee records (personal details contracts etc..
• Draft offer and appointment letters for new employees ensuring all details are approved by CFO and Legal.
• Process employee visas health insurances and onboarding documentation.
• Update attendance and leave records and prepare salary forms at the end of the month.
• Handle inquiries related to company policies and HR processes.
• Prepare and submit the OT forms for office assistant approval.

Requirements

• Proven experience as a Receptionist Administrative Assistant or similar role with HR exposure
• Strong interpersonal and communication skills
• Proficient in MS Office Suite and HR software
• Excellent organizational and multitasking abilities
• Ability to handle sensitive information with confidentiality
• Keen attention to detail and problemsolving skills
• Bachelors degree in HR or related field is a plus
• Ability to work in a fastpaced multicultural environment
• Familiarity with company registration visa processing and administrative procedures.
• Ability to work independently and as part of a team.
• Knowledge of HR processes is a plus.

Benefits

TBD

Required Experience

Senior IC