Office Administrator

Job Summary

• Coordinate with HR in preparation of credentials of new employee
• Coordinate with IT in ordering computers for new employees and ensure system is ready before joining date.
• Responsible in ordering IT accessories and office supplies while adhering to a fixed office budget.
• Prepare and order business cards and safety supplies for employees.
• Coordinate with facility department and service provider for any issues in the office i.e. repairs and maintenance, renovation of office, electrical and AC issues, etc.
• Served as the assistant of the VP.
• Responsible for arranging itineraries i.e. flight, hotel, visas, ground transportation for VP and other executives.
• Prepare and submit expenses of VP and other executives
• Perform a variety of administrative or executive support tasks that are highly confidential and sensitive.
• Draft and prepare official letters, email and memos.
• Support all employees and serve as the point of contact for all administrative concern.
• Responsible for raising job requisition in Taleo and coordinate with HR.
• Dispatch documents through DHL and monitor the shipment status.
• Taking care of DMCC portal i.e. license renewal, insurance, visa processing, and any other documents for compliance.
• Provide general administrative support to all levels of employees under our Business Unit.
• Managing gate pass and ensure they are requested appropriately and issued on time.
• Monitor leave of employees and submit to HR for recording.
• Update the organization chart and employee contacts.
• Help resolve IT issues and requests by raising to helpdesk or coordinating to IT directly.
• Responsible for arranging events i.e. team building, team lunch, catering, all staff meeting, etc.
• With high support to Tender team by registering tender, requesting shared emails and archive files properly.
• Ensure timesheets are booked properly in Kronos and manhours scorecard are reported to HSE on a timely basis.
• Check manhours of employees and ensure they are tagged on the right projects and align with the budget.

Skills & Qualifications

• Ideally Bachelor’s Degree holder
• Minimum 3 years experience in UAE
• Prior administrative experience at least 3 years minimum
• Attention to detail; proactive
• Excellent computer skills
• Proficient in English both written and oral
• Experience in Kronos, Taleo, Concur is an advantage
• Experience is Project Manhours reporting is highly desirable