Location: United Arab Emirates (U.A.E)
Job Category: Clerical / Administrative
Ref #: AD–0170
PostedOn: 10/12/2008

Job Description: Financial Administration / Office Administration :

– Develop and/or maintain an office filing system, method/system for financial record keeping as well as a reporting system.
– Co–ordinate the preparation of month–end documents such as income sheet, debtors, cheque requisitions, accruals, staff expenses, bank reconciliation and purchase orders.
– Requirement is to be conversant with the agency software, Chase – training will be provided.
– Co–ordinate the administration of entities such as company medical aid scheme, group life scheme and staff leave.
– Maintain sufficient stock of all required items that are necessary to ensure the smooth and professional running of the office.
– Update all client information, as and when required.

General tasks and responsibilities :

– Respond to internal and external inquiries or needs in a professional and knowledgeable manner. Present the department and company in the best possible
light, internally and externally, at all times.
– Receive phone calls, take messages and endeavour to have those messages actioned.
– Be the anchor person in the unit during the course of the day.
Provide assistance at reception, when required.
– Maintain good public relations with clients.
Manage the diary and appointments of the managing director.
– Co–ordinate meetings and presentations at the office, as well as material, refreshments and ensure that the space is cleaned up afterwards.
– Co–ordinate certain off–site meetings as well as presentation material.
Provide secretarial services, including typing and computer, to the managing director.
– Maintain a tidy and friendly working environment in the office. Co–ordinate the purchase of furniture and office refreshments.
– Co–ordinate client gifts and delivery.
– Co–ordinate office social and entertainment events.
– Receive and distribute all correspondence.

Experience: 1 – 5 Years

Education: Bachelors Degree

Responsibilities: – Co–ordinating all office administrative and financial administrative activities in the HKLM Middle East office.

Financial Administration / Office Administration :

– Develop and/or maintain an office filing system, method/system for financial record keeping as well as a reporting system.
– Co–ordinate the preparation of month–end documents such as income sheet, debtors, cheque requisitions, accruals, staff expenses, bank reconciliation and purchase orders.
– Requirement is to be conversant with the agency software, Chase – training will be provided.
– Co–ordinate the administration of entities such as company medical aid scheme, group life scheme and staff leave.
– Maintain sufficient stock of all required items that are necessary to ensure the smooth and professional running of the office.
– Update all client information, as and when required.

Skills:
– Computer literate: MS Word, Excel, Powerpoint and Outlook experience is essential. Ability to use the internet effectively.
– Ability to learn and use Chase, the agency management software effectively training will be provided not necessary at appointment.
– 3+ Years work experience.

PERSONAL ATTRIBUTES:

– Proactive self–starter
– Self motivated
– Good communicator, both written and verbal
– Professional telephonic behaviour
– Good interpersonal skills
– Good time management
– Thorough / Attention to detail
– Deadline driven
– Problem solver
– Calm under pressure
– Fun and friendly!

Go to Job page