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Administrative Assistant /Projects

Dubai, Dubai
Experience of projects in oil/gas/engineery industries mandatory

Compile and maintain rotation schedule for the project.
Review related supplier Invoices – hotel,etc
Book flights & mycab arrangements
Book Hotels and visa arrangements
Collate time sheets
Compile and maintain employee matrix to include list of insurances, along with separate spreadsheet to track visa status
Coordinate for the inclusion and deletion of members.
Petty cash
Provide corporate support for typing, filing, photocopying, scanning, faxing, editing etc.
Organize for general office supplies – stationery etc
provide administrative support in the preparation of  tender and contractual submission to various customers
Update employee training recordsCouriers/Mails/Faxes
Update office phone directory/extension list
Sort out travel Invoices with job numbers
Attached supporting costs and provide summary
Assist in General accounting and  administration duties
Compile and maintain mobilisation / utilisation schedule 
Ensure Sales handover form is received prior to mobilisation of jobs
Responsible for collating travel costs and 3rd party costs where relevantProvide day to day administrative support which includes all travel arrangements, visa processes, trainings, certification, FTWs, insurances prior to mobilization.
Administer HR-related documentation, such as passport and visa copies, training certificates, CV and other related admin documentation.
Maintain Leave Register and supporting leave forms
Calculate Manhours, Headcount, Sick Leaves etc  
Prepare HR Induction packages for new joiners 
Maintain demob checklist and ensure smooth exit process of leavers including visa cancellation
Liaise with PRO for all local processes and ensure compliance of local laws etc
Responsible for collating consultant monthly timesheets
Assist with setting up office leases and other branch registration requirements as requested
Responsible for execution of engineers  mobilisations – Flights hotel visa training etc 

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