Administration Executive

OKS Security Services LLC

AED 2,000 - 3,999 per month

Al Qusais Industrial 2, Al Qusais Industrial Area, Al Qusais, Dubai, UAE

Full Time

1-2 Years

Female

Bachelors Degree

Posted 37 minutes ago

Job Details

Reporting To: Operations Manager / General Manager
1. General Administration
- Manage daily office administrative activities and operations.
- Maintain company records, documents, files, and databases.
- Handle incoming and outgoing emails, calls, and correspondence.
- Prepare letters, reports, notices, memos, and official documents.
- Maintain employee files and confidential company records.
- Coordinate with management, operations teams, clients, and suppliers.
- Ensure smooth day-to-day office operations.
2. Employee & Staff Administration
- Maintain employee attendance, leave records, and duty schedules.
- Prepare and update employee information and personnel files.
- Coordinate employee joining, onboarding, and exit procedures.
- Track employee visa, Emirates ID, labour card, and passport expiry dates.
- Coordinate with HR regarding recruitment and staff requirements.
- Maintain records of warnings, disciplinary actions, and staff complaints.
- Coordinate staff accommodation and transportation arrangements.
3. Security Company Administration
- Maintain security guards' deployment and site allocation records.
- Coordinate with supervisors regarding daily attendance and duty rosters.
- Maintain records of security staff licences, training, and certifications.
- Monitor site-wise manpower requirements and deployment.
- Coordinate replacement of absent security guards.
- Maintain incident reports, daily occurrence reports, and client complaints.
- Follow up on security staff documentation and regulatory requirements.
- Coordinate with relevant authorities and departments regarding company requirements.
4. Facilities Management Administration
- Coordinate maintenance requests and service schedules.
- Maintain records of preventive and corrective maintenance.
- Coordinate with technicians, supervisors, and subcontractors.
- Follow up on AC, electrical, plumbing, cleaning, and other maintenance requests.
- Maintain records of service agreements, AMC contracts, and work orders.
- Monitor maintenance complaints and ensure timely resolution.
- Coordinate site inspections and prepare maintenance reports.
- Maintain records of cleaning materials, tools, and equipment.
5. Accounts & Documentation Support
- Prepare and maintain petty cash records.
- Collect invoices, receipts, and payment documents.
- Coordinate with the accounts department regarding supplier payments.
- Maintain records of purchase orders and quotations.
- Prepare monthly administrative expense reports.
- Follow up on outstanding invoices and payment documentation.
6. Government & Compliance Coordination
- Coordinate company licence renewals and other official documentation.
- Track expiry dates of trade licences, permits, and certificates.
- Coordinate employee-related documentation with relevant authorities.
- Maintain compliance records and ensure documents are updated.
- Assist management with inspections and audit requirements.
7. Reporting & Management Support
- Prepare daily, weekly, and monthly administrative reports.
- Maintain employee and site-wise manpower reports.
- Report pending tasks and documentation to management.
- Assist management in meetings, planning, and administrative decisions.
- Perform other administrative duties assigned by management.

Required Skills & Qualifications
- Bachelor's degree or Diploma in Business Administration or a related field.
- 2–3 years of administrative experience, preferably in security or facilities management.
- Good knowledge of UAE labour and employment documentation.
- Knowledge of MS Office, Excel, Word, and email correspondence.
- Strong communication and coordination skills.
- Good organizational and time-management abilities.
- Ability to handle multiple tasks and meet deadlines.
- Good written and spoken English.

Language

Hindi, Other, English

Nationality

Indian, Pakistani, Other

Company Size

51-200

Skill