Admin Assistant

We are looking for a well-organized and detail-oriented Admin Assistant to handle day-to-day HR administrative activities and company vehicle administration. The role involves maintaining employee records, coordinating HR documentation, monitoring vehicle records, coordinating vehicle maintenance and renewals, and ensuring smooth administrative operations in compliance with company policies and UAE regulations.

ACCOMODATION AND FOOD WILL BE PROVIDED

Key Responsibilities1. HR Administration

• Maintain and update employee records, personnel files, and HR databases.
• Coordinate employee onboarding documentation, including passport copies, visa documents, Emirates ID, labour contracts, and other required records.
• Track employee visa, Emirates ID, labour card, and other document expiry dates and coordinate timely renewals with the concerned team.
• Maintain employee attendance, leave records, and related HR documentation.
• Assist with preparing employment letters, confirmation letters, salary certificates, and other HR-related documents as required.
• Coordinate employee joining formalities, exit formalities, and clearance procedures.
• Maintain records of employee information, leave balances, and other HR administrative data.
• Coordinate with the medical insurance team regarding new joiners, employee additions, removals, and renewals.
• Support HR in preparing reports, maintaining trackers, and ensuring proper documentation.
• Handle employee queries related to HR documentation and administrative matters.
• Ensure confidentiality and proper maintenance of employee records.

2. Vehicle Administration

• Maintain an updated database of all company vehicles, including registration details, vehicle allocation, and assigned drivers.
• Monitor vehicle registration, insurance, and other relevant document expiry dates and coordinate timely renewals.
• Coordinate vehicle registration renewals, insurance renewals, inspections, and other vehicle-related formalities.
• Schedule and follow up on vehicle servicing, maintenance, repairs, and periodic inspections.
• Maintain vehicle service history, repair records, fuel records, and related expense documentation.
• Track traffic fines, Salik transactions, and other vehicle-related charges and coordinate with the concerned departments for settlement.
• Coordinate vehicle allocation, handover, and return procedures for employees and drivers.
• Maintain records of vehicle mileage, maintenance schedules, and overall vehicle condition.
• Liaise with garages, insurance providers, vehicle registration authorities, and service vendors.
• Ensure vehicle documents are valid and available for inspection whenever required.
• Prepare periodic reports on vehicle usage, maintenance expenses, fines, and renewal status.

3. General Administrative Responsibilities

• Maintain proper filing systems for HR and vehicle-related documents.
• Coordinate with internal departments, employees, drivers, and external service providers.
• Follow up on pending documentation, approvals, renewals, and administrative requests.
• Prepare and update Excel trackers, reports, and administrative records.
• Support the HR and Administration teams with additional duties as assigned.

Qualifications and Experience

• Bachelor's degree or diploma in Business Administration, Human Resources, or a related field.
• 2–4 years of experience in HR administration, office administration, or vehicle/fleet administration.
• Experience in both HR administrative activities and vehicle administration will be an advantage.
• Knowledge of UAE employment documentation and vehicle registration and renewal procedures.
• Proficiency in MS Office, particularly Excel, Word, and email communication.
• Experience maintaining records, trackers, and expiry-date schedules.

Pay: From AED2,200.00 per month

Application Question(s):

• Do you have experience in HR Admin
• Are you comfortable with a salary of AED 2,200, with food and accommodation provided by the company?

Work Location: In person