Reception Admin & HR Executive

Job Responsibilities:

• 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.
• 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:
• 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.

Qualifications:

• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in office software (e.g., Microsoft Office).
• Familiarity with company registration, visa processing, and administrative procedures.
• Ability to work independently and as part of a team.
• Knowledge of HR processes is a plus.