Secretary / Admin Assistant

Burjline Builders; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading construction firm in Dubai is seeking an administrative professional to manage various clerical and financial tasks. Responsibilities include maintaining filing systems, processing invoices, managing visa renewals, and coordinating shipments. The ideal candidate must be detail-oriented and proficient in administrative support with experience in accounting software such as QuickBooks Online.

Responsibilities

• Perform general administrative tasks and other clerical duties.
• Maintain both digital and manual filing systems for recordkeeping.
• Draft and manage correspondence, including letters and emails.
• Provide secretarial and administrative support to management.
• Manage and update the DAFZA portal efficiently.
• Prepare documents for visa processing.
• Track expiry dates and process renewals for company documents.
• Handle employees’ visa renewals and processing.
• Conduct research to support the Marketing team.
• Oversee general office management.
• Maintain records of customer contract agreements.
• Organize filing systems for financial records.
• Prepare, submit, and reconcile expense reports.
• Handle VAT filing compliance.
• Prepare quotations and delivery notes.
• Process purchase orders and manage customer coordination.
• Prepare and send invoices for payment processing.
• Generate and share management reports.
• Follow up on outstanding payments.
• Process bank transactions accurately.
• Manage incoming international shipments and documentation.
• Maintain QuickBooks Online for accounting.

Tools

QuickBooks Online

Job description

Key Responsibilities

• Perform general administrative tasks and other clerical duties.
• Maintain both digital and manual filing systems to ensure 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 such as trade licenses, leases, establishment cards, insurance, and PO Box.
• Handle employees’ visa renewals and ensure timely processing.
• Support the Content Acquisition and Marketing team by conducting research and gathering relevant information.
• Oversee general office management and day-to-day 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 managing petty cash transactions.
• Handle VAT filing in compliance with regulatory requirements.
• Prepare quotations, delivery notes, and receipt vouchers as required.
• Process purchase orders and ensure timely coordination with customers.
• Prepare and send invoices, ensuring accurate and timely payment processing.
• Generate and share management reports, including purchase order reports and accounts receivable statements.
• Follow up on outstanding payments via email and telephone correspondence.
• Process bank transactions, including cash, cheque, and online payments, accurately and securely.
• Coordinate and manage all aspects of incoming international shipments, including tracking, documentation, and ensuring timely delivery to the designated warehouse.
• Manage and maintain QuickBooks Online for accounting and financial tracking.