Admin Coordinator

Job Brief: The incumbent is accountable for organizing and coordinating all aspects of corporate travel arrangements for employees within our organization.

Description:

Administrative Responsibilities:

1. Prepare correspondence memos, letters, and presentations as per the Supervisor’s request.
2. Arranging Admin team NetSuite request, when necessary, i.e., over time, letters, or payment request, & resuming date.
3. Supporting in arranging the seat and cabinet location of the new joiner and maintain the seating plan of the employees with their managers preferred assignment.
4. Follow up to always maintain the update of Admin Shared folder by Admin UAE members.
5. Support HR and Admin general team activities whenever needed.

Travel Bookings:

1. Coordinate with all Zahrawi Gulf employees regarding any travel arrangements (within and outside the country), including the travel insurance, hotel bookings, and flight ticket bookings they require.
2. Maintain agreement with travel agencies for procuring (Flight, International hotel bookings, rent a car, travel insurance and entry visa) for employees, VIP suppliers, and visitors.
3. Arrange bookings as per the requested details, secure all necessary approvals and attach documents before proceeding with any booking request or supplies order.
4. Arranging dummy tickets for visa purposes (for UAE employees).
5. Arranging travel-related invoices including arrangement info with line manager approvals and share them with finance highlighting the billing instruction to the respective department budget, and keep copies in the master file for the records.
6. Coordinate with the account’s payables department regarding payment requests and invoices payments, with all the needed approvals and attachments, for hotel, meeting reservations, and any other requests that need to be paid, requested by Sales team.
7. Coordinate with the sales team regarding account charging of invoices for international travel and events.
8. Payment advises to hotels, suppliers, and others, once cheques are ready for collection as advised by the Accounts Payables team (this is to ensure payment collection on time).
9. Assure that all booking charges will be properly billed to the company and any extra charges will be under every guest specified in each booking (this is to avoid unnecessary charges be billed to the company).
10. Maintain a copy of all invoices received.

Desired Candidate Profile:

- Must have travel coordination experience.