Administrative Assistant

Job Description

UDCs hospitality division is looking for an Administrative Assistant with F&B industry experience! Role Objective:

• The Administrative Assistant shall be responsible to provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings and handling any other given office administrative tasks.

• Answers phone calls and direct calls to appropriate parties or take messages.
• Provides general administrative support such as preparing correspondence, forms and Human Resources monthly reports, composing regular correspondence, processing confidential reports and documents, filing electronic and hard copy, tracking deadlines and any other required follow up as needed.
• Attends meetings to record minutes.
• Greets visitors and determine whether they should be given access to specific individuals.
• Arrange welcome basket for New Joiners, Provide driver with welcome note and accommodation details. Update new joiner email & Mobile #.
• Update New Joiner and Resigned staff list.
• Performs general office duties, such as ordering supplies, (Pantry Item, stationery). Raise request on MC related New Joiners & resigned staff tickets.
• Files and retrieves corporate documents, records, and reports.
• Open, sort, record and distribute incoming correspondence, including Pay card, Insurance Card, QID, Passport, letters. etc.
• Makes travel arrangements for Employees as needed.
• Prepares responses to correspondence containing routine inquiries.
• Prepares agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings. Assist with preparing HR and admin forms, report and update tracking sheet.
• Coordination and assurance of Qatar ID and passport Renewal/ validation of HDC Staff
• Coordination and assurance of renewal of Medical health certificate in timely fashion for all HDC staff, in terms of Medical appointment and Fingerprint, and logistical involvement.
• Assist with the administration of the day-to-day operations of the HDC human resources functions and duties.
• Coordinates and directs office services, such as records, departmental finances, budget preparation, personnel issues, to aid the business.
• Provides clerical support to other departments, including operations.
• Handle and checking attendance of HDC employees, Overtime, bus schedule, driver?s logbook, vehicle registration cards renewal.
• Handle and monitoring (Probation period report, Employees smart objective, confirmation letters, employee performance appraisal) have tracking sheet, scanning, filling and keep scan copy and soft copy on share drive (Employee performance appraisal) tracking sheet, scanning, filling on share drive
• Compiles, transcribes, and distributes minutes of meetings and take notes for any investigation and provide incident report.
• Set up and oversees administrative policies and procedures for offices or organizations.
• Supervises and trains other clerical staff and arrange for employee training by scheduling training or organizing training material.
• Interprets administrative and operating policies and procedures for employees.

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