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Nationality
Indian, Filipino
Gender
Female
Vacancy
1 Vacancy
Job Description
Roles & Responsibilities
- Answer and direct telephone calls, screen inquiries, relay messages, and provide accurate information to callers.
- Manage all freezone-related processes, including visa applications, renewals, cancellations, salary submissions, certificate requests, and compliance with regulatory requirements.
- Prepare documentation for visa processing, including medical tests, Emirates ID applications, and exit formalities.
- Monitor employee visa and accommodation renewals, ensuring timely online submissions and updates such as digital signatures.
- Coordinate courier services, maintain detailed logs, and manage payment of courier invoices.
- Greet and direct visitors, handle guest inquiries, and enforce security procedures, including maintaining visitor logs and issuing badges.
- Oversee the cleanliness and orderliness of the reception and office areas by supervising housekeeping and maintaining visual ambiance through decoration.
- Organize office events and facilitate arrangements for festival celebrations.
- Arranging refreshment and food for the guests and visitors as instructed.
- Maintain and organize administrative documents including utility bills, courier records, employee ID copies, and internal acknowledgments.
- Handle clerical tasks such as filing, email correspondence, document preparation, scheduling meetings, and visa and booking travel for senior staff.
- Manage office inventory for stationery and pantry supplies, track stock levels, and liaise with vendors for equipment support and repairs.
- Provide operational support, photocopying and filing documents as required.
- Track employee attendance and overtime records, and distribute HR forms upon request.
- Draft agendas, take meeting minutes, and prepare formal documentation.
- Provide administrative support to various departments, assisting with tasks that enhance overall office efficiency and productivity.
Desired Candidate Profile
- Familiarity with office management systems and procedures, including proficiency in MS Office Suite and basic bookkeeping.
- Proven experience as a receptionist or in a related administrative role, ideally in a fast-paced environment.
- Excellent verbal and written communication skills.
- Strong organizational skills with the ability to multitask and prioritize effectively in a busy setting.
- Proficiency in handling office equipment such as printers, ensuring smooth operation.
- Flexibility and adaptability to meet changing demands and a willingness to take on additional responsibilities as needed.
Employment Type
- Full Time
Company Industry
- Oil & Gas
- Petroleum
Department / Functional Area
- Administration
Keywords
- Customer Service
- Administrative Assistant
- Scheduling
- Welcoming Agent
- Guest Services Representative
- Communication Skills
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PETROLEUM SPECIALITIES FZE
Visit apar.com to know more about the company
Dharmendra Singh - AGM HR
PLOT NO. 1C-02-D1, PHASE 1 HAMRIYAH FREE ZONE Sharjah, PO Box 42180. United Arab Emirates PO Box: 42180, Sharjah, United Arab Emirates (UAE)
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