The Admin Assistant supports the Human Resources and Administrative departments by performing a variety of tasks related to HR processes and administrative functions. The assistant will serve as the first point of contact for HR-related queries from employees and external partners, and assist in the smooth running of office operations
Responsibilities
- Reception & Front Desk Duties: Act as the first point of contact for visitors and callers, manage the reception area, answer and direct phone calls, welcome guests, and handle general inquiries.
- Correspondence & Communication: Manage email and phone correspondence, schedule meetings, and handle day-to-day office communication.
- Office Administration: Ensure smooth day-to-day office operations, manage office supplies, stationery, and coordinate with service providers/vendors.
- Meeting & Event Coordination: Assist in organizing internal meetings, training sessions, and events (room bookings, preparing materials, catering arrangements).
- File & Records Management: Maintain and organize both physical and digital files, ensuring accuracy and accessibility.
- Employee Onboarding & Offboarding (Support Role): Assist in preparing paperwork, employee files, and clearance forms, and provide logistical support during joining and exit processes.
- Attendance & Leave Tracking (Support Role): Support HR by collecting attendance/leaves data and generating basic reports from the system.
- Health Insurance Support: Provide administrative support in handling employee health insurance requests and documentation.
- Travel & Accommodation Arrangements: Handle bookings and logistics for employees and guests when required.
- Petty Cash & Expense Processing: Manage petty cash transactions and process basic office expenses.
- Cleaning & Maintenance Oversight: Coordinate with the admin team to ensure cleanliness and maintenance of the office.
- Shipments Coordination: Handle outgoing courier shipments and follow up on incoming deliveries.
- Ad-hoc Support: Provide administrative and HR support on any special projects or additional tasks as assigned by the direct manager.
Qualifications
- Diploma or Bachelor’s degree in Human Resources, Business Administration, or a related field.
- 0-2 years of experience in HR or administrative roles.
- Proficient in Microsoft Office (Word, Excel, PowerPoint).
- Excellent verbal and written communication skills in English and Arabic for effective interaction with employees and management.
- Strong attention to detail, ability to multitask, and excellent time management skills.
- Ability to handle confidential information with discretion and professionalism.
- Ability to adapt to changing priorities and work in a fast-paced environment.
