Jobs in UAE

Administrative Assistant / Receptionist

Job title: Administrative Assistant / Receptionist

Company: Trouvay & Cauvin Group

Job description: Job description

Job Title Admin

Description

Abu Dhabi, UAE

TROUVAY & CAUVIN Engineering supply, Abu Dhabi, is looking for an administrative assistant / receptionist to report to the general manager.

The administrative assistant / receptionist has a versatile scope of work by supporting the sales team with certification, documentation and upload functions, to ensure a smooth inside coordination with the supporting functions of the head office and the administrative officer, secretarial, administrative and administrative to provide support and management of the general household of the office in Abu Dhabi (hereinafter the ‘office’).

Extent

  • Upload certificates and documents,
  • Manage the e-registration process for Abu Dhabi,
  • Keep invoices,
  • Monitor Abu Dhabi’s account in liaison with the group head of accounts and finance and the general manager,
  • Handle switchboard operations,
  • Serve visitors by greeting them, welcoming them and directing them in the right way,
  • Maintain security by following procedures and monitoring logbook.

MAIN RESPONSIBILITIES

Upload certificates and documentation

  • Assist in uploading certificates and other documents to customized client websites for review and approval,
  • Advise and sell the sales team on the status uploaded documents.

E-registration

Control the e-registration process required for Abu Dhabi customers and their approved providers to include the following:

  • Update all our registered customers’ information on their individual end-user e-registration systems,
  • Coordinate with manufacturers to obtain documents and other required information for uploading to the e-registration systems,
  • Maintain and update customer database,
  • Compile an e-registration status report as needed,
  • Systematically keep records of the manufacturer’s document, such as agency certificates, ISO certificates, etc., and ensure that all documents are valid and have not expired.

Inside link

  • If necessary, contact the sales team, QC and suppliers to complete the assigned tasks,
  • If necessary, call opposite parts of other groups’ offices,
  • Liaise with the head office and the local authority (Operational / Financial / HR / Legal / Security / Compliance / Communication) to ensure that the Group policy and the local regulatory requirements are properly followed by the Office staff,
  • Contact our sponsor and PRO to proceed with visa applications / renewals,
  • Liaise with the group head of accounts and finance and the general manager, manage the petty cash, office expenses and check deposit and collection,
  • Track invoices and contact the administrative officer to ensure that invoices are delivered and paid to our customers on time,
  • Contact the group Human Resource Manager to provide monthly HR instructions for the office (payroll details, holidays, absence management, grants, certificate request …),
  • Is always ready to perform additional related tasks assigned.

Office Support

  • Answer all incoming calls and handle inquiries from the caller where possible,
  • Divert calls, as appropriate, and take adequate messages when needed,
  • Receive and forward faxes,
  • Pick up the mail and deliver it,
  • Open and dates stamp all general correspondence,
  • Maintain the general filing system and submit all correspondence,
  • Provide secretarial and administrative services to the general manager on request,
  • Assist with the planning and preparation of meetings, conferences and conference calls,
  • Respond to public inquiries,
  • Is responsible for the general local procurement of Office stationary,
  • Assists in reporting problems and arranging contractors for the maintenance of electricity, plumbing, AC, fax and photocopy machines and the provision of office cars, vans and trucks,
  • Is responsible for the filing and archive room,
  • Change the backup straps of the server and keep them safe.

Visitors

  • Serve visitors by greeting them, welcoming them and directing them in the right way,
  • Serve guests with refreshments,
  • Inform the staff of the business of visitors’ arrival,
  • Maintain security by ensuring that visitors are expected by office staff.

Travel

  • Books for the company’s cars rented and keep records of maintenance,
  • Arrange flights, hotel for staff and guests,
  • Arrange transportation to and from airports.

Procedures and quality assurance

  • Ensure that all aspects of an operation or process are followed,
  • Report any HSE issues to the HSE official.

KNOWLEDGE AND ROAD REQUIREMENTS

  • Professional oral and written communication skills in English,
  • A good knowledge of the field of enterprise,
  • Computer literate with the ability to learn new software applications,
  • Knowledge of Microsoft Office and Phone Protocol,
  • Time management skills,
  • Office administration,
  • Knowledge of card procedures and regulations,
  • Documentation and filing,
  • Excellent organizational skills,
  • Drive to succeed,
  • Work requires willingness to work a flexible schedule from time to time, if required by workload,
  • Having a driver’s license will be an added benefit.

KEY POWERS

  • Interpersonal skills,
  • Customer Service Orientation,
  • Oral and written communication skills,
  • Attention to detail,
  • Planning and organization,
  • Initiative,
  • Confidentiality and trustworthiness,

Expected salary:

Location: Abu Dhabi

Job date: Sat, 11 Sep 2021 05:17:11 GMT

Apply for the job now!

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