Reception Admin & HR Executive - Multinational Trading Company

Apt Resources is proud to partner with a renowned multinational trading company to find a dynamic Reception Admin & HR Executive. In this role, you will be the first point of contact for visitors while also providing essential HR support to the organization. Your responsibilities will span both administrative and human resources tasks, ensuring efficient office operations and contributing to a positive workplace culture.

Reception & Administrative Support:

• • Manage phone calls and emails, directing them to the appropriate departments.
  • Assist first-time guests to the office and coordinate with reception for visitor access.
  • Coordinate with the office assistant to maintain pantry supplies and stationery.
  • Send birthday greetings to employees on WhatsApp and email.
  • Announce upcoming holidays after management approval.
  • Book hotels and air tickets as instructed by management.
  • Check company PO Box bi-weekly and handle NOC renewal process.
  • Process employee reimbursements, ensuring accuracy of receipts and invoices.
  • Prepare payment vouchers, authorization letters for bank statements, and handle monthly bill payments (Etisalat, CEO/Director’s home internet, DEWA).
  • Manage meeting room bookings and email coordination with stakeholders.
  • Handle incoming and outgoing mail and packages.
  • Apply for visit visas as required.
  • Organize and maintain records and documents.
  • Familiarize with DMCC & DIFC Portals for company and employee services.

Company and Employee Services:

• Ensure all company-related documents are valid and updated, and coordinate renewal efforts.
• Set up new companies (DIFC, DMCC, IFZA) and manage KYC processes.
• Monitor KYC/KYS documents for AML compliance and maintain accurate document filing.
• Assist in company bank account opening by managing document submission and completion of bank forms.
• Handle renewals for UAE KP Memberships, DNATA Authority Letters, and Identity Cards.

HR Administration:

• Maintain accurate employee records (personal details, contracts, etc.).
• Draft offer and appointment letters for new employees, ensuring all details are approved by CFO and Legal.
• Process employee visas, health insurances, and onboarding documentation.
• Update attendance and leave records, and prepare salary forms at the end of the month.
• Handle inquiries related to company policies and HR processes.
• Prepare and submit the OT forms for office assistant approval.