Job Summary
To provide effective and efficient administration assistance and support by undertaking a variety of administrative tasks to all sections of the department. To process administrative data and maintain records and documentation. To support the Administration Co-ordinator.
Job Outline
- Undertake a variety of administrative routines without supervision such as photocopying, collection/ delivery of mail, updating manuals, faxing, follow up on correspondence, etc.
- Sort out all incoming mail and distribute accordingly to ensure that important documents are not lost and to maintain proper communication between the department and various stakeholders. Scrutinise and dispatch all out going mail to the correct addressees.
- Ensure the photocopier, fax and telex machines in the department are in good working condition and regularly maintained.
- Maintain a complete filing system. Sort and file correspondence, at all times ensuring that the Department record/filing system is current, up to date and readily accessible for ease of retrieval. Update all other departments manuals which are held in the department on a timely and accurate basis.
- Monitor and maintain consumables and office stationary stocks in liaison with Executive Secretaries/Secretaries ensuring minimum levels are maintained.
- Handle all telephone calls as necessary and disseminate the necessary information to concerned stakeholders.
- Ensure that all manuals / documents kept within the Department are current and updated with the latest revision / amendments.
- On daily basis, sort out and file various reports (eg: voyage reports) according to date / ascending wise, ensure they are safeguarded from any loss or damage.
- On monthly basis, ensure all reports/paperwork is maintained properly and maintain a document management system.
- Update accurate date and enter information on to records maintained so that Departmental MIS is managed effectively. Databases to be updated regularly for prompt & accurate retrieval of information.
Qualifications & Experience
12 Years schooling or equivalent Experience General administration: 3+ Years Knowledge/skills
- Thorough knowledge of MS-Word, Excel, Windows and Electronic Mail System.
- Should possess a valid U.A.E. Driving Licence (applicable where necessary).
- Fluency in written and spoken English & spoken Arabic language.
Salary & Benefits
Join us in Dubai and enjoy an attractive tax-free salary and travel benefits that are exclusive to our industry, including discounts on flights and hotels stays around the world.
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