1. Employment Visa Processing:
Coordinate the processing of employment visas for new hires ensuring all documentation is complete and accurate.
Liaise with government agencies to facilitate visa applications and approvals promptly.
Keep abreast of changes in visa regulations and update internal policies accordingly.
2. Visa Renewals:
Manage the timely renewal of employment visas for existing employees, minimizing disruptions to their work schedules.
Maintain accurate records of visa expiry dates and initiate renewal processes well in advance.
Manage cancellations as required
3. Travel & Logistics:
Arrange travel logistics for employees, including flight bookings, accommodation, transportation, and visa arrangements for business trips.
Coordinate with travel agencies and hotels to secure the best rates and ensure a smooth travel experience for employees.
4. Bank-related Tasks:
Handle all bank-related tasks on behalf of the company.
Process bank transactions, such as deposits, withdrawals, and transfers, by company policies and procedures.
5. Petty Cash Management:
Maintain petty cash funds and ensure proper documentation of all transactions.
Reconcile petty cash accounts regularly and prepare reports for review by management.
6. Compliance and Documentation:
Ensure compliance with all government regulations and requirements related to employment visas, travel, and banking.
Maintain accurate and up-to-date records of all visa, travel, and banking transactions.
- Manage Office Petty Cash, expenses and billing cycles
- Keep stock of office supplies, place orders when necessary and ensure the stock is available at any given time
- Manage couriers and track shipments, co-ordinate with courier vendor company
- Visit Banks regularly to deposit cheques if any
- Visit Post office every alternate week and collect the letters
- Manage front office desk (Reception), looks after visitors, phone calls (transfers them as necessary) and correspondence (e-mail, letters, packages etc.)
- Documents filing, Print/Scan required documents in order to track/file
- Support bookkeeping procedures, update records and databases with personnel, financial and other data
- Co-ordinate with HR to order birthday cakes
- Manage travel arrangements/appointments etc. for the upper management
- Visit customers to submit documents incase of emergencies
- Airport pickup and facilitating accomodation for new employees
- Generate Bio-metric access attendance report on monthly basis
- Collate employees claims/reimbursements on monthly basis
- Co-ordinate with HR and assist to get new joiner's Emirates ID Card from post office
- Co-ordinate with PRO and HR for the visa related activities, company license renewals, etc
Education and Skills required.
Bachelor's degree in Business Administration, Human Resources, or a related field.
Proven experience as an Office Manager or in a similar administrative role, preferably in the UAE.
Extensive knowledge of UAE labor laws and visa regulations.
Strong organizational and time-management skills, with the ability to multitask and prioritize tasks effectively.
Excellent communication and interpersonal skills, with the ability to interact professionally with employees, government officials, and external partners.
Proficiency in Microsoft Office Suite and other relevant software applications.
Fluency in English; knowledge of Arabic is a plus.
Preferable to have a car and driving license
