Reception Admin & HR Executive - Multinational Trading Company

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

Job summary

An established industry player is seeking a dynamic Reception Admin & HR Executive to be the first point of contact for visitors while providing essential HR support. This multifaceted role involves managing administrative tasks, ensuring efficient office operations, and contributing to a positive workplace culture. The ideal candidate will thrive in a fast-paced, multicultural environment and possess strong organizational and communication skills. Join this innovative firm and play a key role in fostering an engaging and efficient workplace, where your contributions will make a significant impact on the organization.

Qualifications

• Proven experience as a Receptionist or Administrative Assistant with HR exposure.
• Strong interpersonal and communication skills are essential.

Responsibilities

• Manage phone calls and emails, directing them to appropriate departments.
• Assist with HR tasks including processing employee visas and onboarding.

Skills

Interpersonal Skills

Communication Skills

Organizational Skills

Multitasking Abilities

Problem-Solving Skills

Confidentiality Handling

Education

Bachelor’s degree in HR or related field

Tools

MS Office Suite

HR software

Job description

Apt Resources is proud to partner with a renowned multinational trading company to find a dynamic Reception Admin & HR Executive. In 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 first-time 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.
• Book hotels and air tickets as instructed by management.
• Check company PO Box bi-weekly 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 / Director’s 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 company-related 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 :

• 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 problem-solving skills
• Bachelor’s degree in HR or related field is a plus
• Ability to work in a fast-paced, multicultural environment
• Familiarity with company registration, visa processing, and administrative procedures.
• Ability to work independently and as part of a team.