Administrative Assistant
The successful candidate will be responsible for:
• Facilities Management: Conducts routine review of the facility to identify items requiring servicing or repair.
• Identifies the needs for new equipment and/or consumables, performs cost analyses, recommends solutions to management and executes the procurement process once approved.
• Maintains inventory records of office assets, including periodic physical inventory and Asset Tagging.
• Leads office leasing and/or movement activities.
• Expand and manages vendor resources.
• Provide procurement services and sets up the procurement process.
• Ensure office administrative operations are in compliance with government laws and regulations, company policies, and professional standards.
• Review the office operating costs and searches for cost cutting/savings.
• Manage car fleet. Supports Vendor Management and relationship.
• Work with the internal teams and Vendors for ensuring timely payment disbursement after due supporting validations.
• Maintain up to date documentation on administrative operation procedures and issues, and revises as appropriate.
• Manage office access, including badges, passes and keys; shared responsibility with IT Tech Manage cell phones.
• Provide support to the following activities per management request: Assist international assignees with coordination of leases, schools, relocation services, visas and travel.
• Coordinates planning and execution of executive visits, conference and special events. Recommend and implement changes to improve office management processes.
• Maintains correct levels of access according to established procedures.
• Monitors tracks and records data activity to provide visibility.
• Compiles data from various sources.
• Creates drafts and final documents using multiple software tools.
• Coordinates and facilitates important or sensitive communications on behalf of the organization and management.
• Interacts frequently with internal and external personnel and customers.
• Compiles data and assists in analysis to establish facilities equipment and computer needs.
• Assists in developing solutions.
• Processes requests for facilities equipment and computer needs.
• Assist in clearing payments relating to office.
• Communicates effectively with the employees and management.
• Maintain records as per records management retention policy.
• Commit to deadlines.
• Creates, edits and maintains electronic and written communication.
• Assist in coordinating and planning the execution of executive visits, conference and special events.
• Compose and type letters in Arabic & English and memos with technical and/or confidential nature.
• Perform Transportation duties on needed basis.
• Attend or participate in company functions as required.
• Act as back up to other team members as needed.
• Works under minimal supervision.
• Other duties as assigned by management. Duties subject to change per management requirements.
• Trains and mentors less experienced employees.
Description
You should be able to demonstrate the following competencies:
• Ability to develop and maintain contacts with external sources.
• Ability to manage resources such as equipment, information databases and files, stationary, etc..
• Demonstrate sound written, oral and interpersonal communication skills, including the ability to retain composure and flexibility under pressure, to facilitate effective working relationships and workflow.
• Demonstrated ability to provide professional support to management, including Abu Dhabi PRO related services, maintaining confidentiality, managing priorities, and meeting deadlines.
• Demonstrated competency in utilizing a number of appropriate software p
Job Details
| Date Posted: | 2013-06-15 |
| Job Location: | Abu Dhabi, United Arab Emirates |
| Job Role: | Other |
| Company Industry: | Human Resources |
Preferred Candidate
| Career Level: | Entry Level |
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