Secretary / Admin Assistant

Grand Technology; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A technology firm in Dubai seeks an Office Administrator to perform general administrative tasks, manage the DAFZA portal, and provide support to directors. Responsibilities include maintaining filing systems, handling visa processes, and managing financial tracking using QuickBooks Online. The ideal candidate should be organized and detail-oriented, with a focus on effective communication and problem-solving skills.

Responsibilities

• Perform general administrative tasks and other clerical duties.
• Maintain both digital and manual filing systems.
• Draft and manage correspondence, including letters and emails.
• Provide administrative support to Directors and the General Manager.
• Manage and update the DAFZA portal efficiently.
• Prepare and submit documents for visa processing.
• Maintain a document register and track expiry dates.
• Handle employees’ visa renewals.
• Support the Content Acquisition team with research.
• Oversee general office management.
• Maintain records of customer contract agreements.
• Organize filing systems for contracts and financial records.
• Prepare and reconcile expense reports.
• Handle VAT filing in compliance with regulations.
• Prepare quotations and invoices.
• Follow up on outstanding payments.
• Process bank transactions accurately.
• Coordinate incoming international shipments.
• Manage QuickBooks Online for financial tracking.

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.