Office Assistant

  • Full Time
  • Dubai

Zahr Freighters is seeking a proactive Office Assistant to join our team in Dubai. The ideal candidate will provide vital administrative support to ensure the efficient operation of our office. This role involves managing calendars, handling correspondence, organizing files, and assisting with various administrative tasks.

Responsibilities:

  • Manage and maintain the Director’s schedules, appointments, and travel arrangements.
  • Assist with routine secretarial tasks.
  • Handle incoming and outgoing correspondence, including physical mail, emails, and phone calls, and maintain necessary registers.
  • Make inbound and outbound telephone calls to schedule appointments, direct inquiries, handle travel arrangements, and other queries as required.
  • Organize and maintain physical and digital files, ensuring accuracy and accessibility.
  • Coordinate and attend meetings and conferences.
  • Order and maintain office supplies, pantry items, cleaning supplies, and manage repairs and maintenance.
  • Greet and welcome visitors, and serve beverages as needed.
  • Ensure cleanliness and hygiene in the office premises.
  • Maintain all office equipment under AMC (Vehicles, Machinery, AC, Vending Machines, Water filters, IT equipment, First Aid Kits, etc.).
  • Manage the timely renewal of company licenses, memberships, and insurance.
  • Assist with special projects and initiatives as assigned.
  • Manage PR/PO for required materials, including sourcing, negotiating, coordinating delivery and logistics, payments, and document submission to the bank.
  • Make travel arrangements for executives including flight, hotel, and visa bookings, and manage schedules and deadlines.
  • Assist with HR tasks if required.
  • Assist with real estate activities, including placing ads, handling receipts, and payments of bills.
  • Perform outdoor visits related to the aforementioned tasks during office hours.

Job Requirements:

  • Minimum of 5 years of working experience in Administration.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software and hardware.
  • Ability to multi-task and handle work pressure and deadlines effectively.
  • Effective communication skills in English, both written and verbal.
  • Ability to work independently as well as harmoniously with team members.
  • Discretion and confidentiality in handling sensitive information.

Desired Skills and Experience:

  • Administration
  • MS Office
  • Interpersonal

Join Zahr Freighters in Dubai and contribute to a dynamic and supportive team dedicated to operational excellence. Apply now to become an integral part of our organization.

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