Administrative Assistant
Weatherford
UAE,Dubai,Dubai
منذ 5 يوم
source : Drjobs.ae

Duties, Responsibilities & Accountabilities :

  • Coordinating with travel desk on flight booking, raising TRF and follow up for approval
  • Coordinating with corporate office for Global employee travel requirement
  • Coordinating with countries on accommodation and transportation
  • Coordinating with Dubai or country PRO if there's any visa requirement, e.g obtaining LOI, preparing application letter and required documents, making appointment
  • Preparing Schooling form, sending for approval and follow up with account on payment
  • Reviewing expense reports before submitting for approval and following up with account if there's any delay on payment.
  • Procurement, raising OQ, IT Portal, arranging OR, follow up with vendor on delivery once the PO is issued, arrange to receive the item in JDE, sending invoices to account
  • Preparing Pcard statement, preparing dispute form if any, submitting for approval and follow up making sure the approval received on time
  • Arranging internal and external conference room booking, organizing lunch if required
  • Arranging "welcome pack" for newly recruit, e.g Laptop, mobile, simcard, extension number, access card, UAR access, business card, accommodation etc
  • Arranging chauffeur drive service for business meeting if required
  • Preparing supplier set up form for new vendor, obtaining information from the vendor, preparing amber road screening and submitting routing form for approval
  • Coordinating with countries on GWAY transfer
  • Coordinating with third party company if the team required to attend outside training in order to obtain certain certification required for GWAY mobilization
  • Coordinating with account team for any cross charges to other PL or countries
  • Covering reception during lunch hours - on rotation basis - weekly schedule
  • In case the reception is not available (sick or on vacation), will need to cover reception for 4 hours or whole day
  • Answering incoming calls, directing visitors, handing out vendor cheque, handling conference room booking and other enquiries
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