Secretary / Admin Assistant - Grand Technology

Qureos Inc; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A dynamic technology company in Dubai is seeking an Administrative Assistant to perform various administrative tasks, manage correspondence, and support different departments. The candidate should possess strong organizational and communication skills and be proficient in QuickBooks Online. This role demands attention to details in handling documents and ensuring efficient office operations.

Qualifications

• Experience in administrative roles is preferred.
• Strong organizational skills and attention to detail.
• Proficiency in managing filings and documentation.
• Ability to handle correspondence effectively.

Responsibilities

• Perform general administrative tasks and clerical duties.
• Maintain organized filing systems for records.
• Manage correspondence including letters and emails.
• Provide secretarial support to management and departments.
• Handle visa processing and renewals for employees.
• Support the marketing team with research.

Skills

General administrative tasks

Recordkeeping

Correspondence management

Secretarial support

Document management

Office management

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.