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Front Desk Receptionist / Administrative Assistant

A Leading Shipping And Chartering Company In The UAE

Job description / Role

• Greet clients and visitors with a professional positive attitude and direct them appropriately
• Answer, forward, and screen phone calls, emails, faxes; handle inquiries
• Control and arrange for supply of office stationary, equipment and pantry items
• Control document workflow
• Manage office petty cash, prepare and submit petty cash reports
• Make monthly utilities/telecommunications payments, keep records, communicate with Utilities/Telecommunications etc companies
• Keep attendance, holidays, sick leave and other administrative records; prepare and submit any administrative reports on weekly/monthly basis upon request
• Deal with counterparties for office cleaning, maintenance, fixing, alterations, IT matters; sort out any issues and disputes with this regard; etc.
• Control any payments and procedures related to corporate property (lease, communication with Landlord, renewals etc)
• Arrange for meetings, conferences, make needful bookings and arrangements
• Arrange for courier sending/deliveries
• Make trip arrangements (incl obtaining visas, booking tickets, hotels, limousine service etc)
• Prepare needful documents for licensing and immigration procedures, work with PRO companies, agencies for visas/Emirates ID/licensing procedures
• Liaise with Insurance companies and keep insurance records (office, health insurance)
• Deal with advertising/marketing/printing companies upon request
• Manage and update company website and online/social accounts upon request
• Assist management and colleagues with administrative tasks

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