Office ManagementOversee the coordination and management of office supplies, ensuring the availability and timely procurement of stationery, pantry, and hygiene items.Evaluate the performance of facilities management service providers to ensure that office operations and services (maintenance, cleaning, etc.) meet the company’s standards.Address and resolve any office-related issues, coordinating with relevant departments for a seamless resolution.Worker’s AccommodationServe as the primary contact for all employee accommodation related queries and provide administrative support for Labour Camp management.Coordinate with the Labor Camp's help desk to ensure smooth check- ins/outs and compliance with company policies.Conduct regular inspections of accommodation facilities to ensure cleanliness, safety, and that maintenance aligns with company standards.Document and Filing ManagementSupervise the secure archiving of legal, corporate, and contractual documents, ensuring easy access and compliance with data protection protocols.Maintain a comprehensive record of company documents and contracts, ensuring the highest standards of confidentiality and organization.Payroll and Employee SupportProcess payroll, ensuring accurate computation of employee salaries, overtime, deductions, and incentives, while maintaining confidentiality.Coordinate payroll inputs, allowances, overtime, incentives, and deductions with FinanceSupervise employee accommodation arrangements as per company policies, ensuring alignment with entitlements.Review, approve, and process administrative bills and invoices, ensuring proper data entry and adherence to the company’s financial protocols.Organize and drive employee engagement initiatives such as team outings, in-office activities, and social gatherings to maintain a positive work culture.Visa, Insurance & Compliance AdministrationManage the issuance of business visas, work permits, and renewals for employees and visitors, ensuring compliance with local regulations.Handle visa-related transactions, including changes in job status, visa quotas, and extensions, working closely with government authorities to avoid delays.Oversee the timely renewal of life and medical insurance policies for employees and coordinate claims and prior approvals in collaboration with the insurance team.Handle MOHRE processes, visas, work permits, labor contracts, Emirates ID, and medicalsTransport ManagementCoordinate and manage the scheduling and maintenance of company vehicles, ensuring they meet legal and safety standards.Oversee vehicle insurance renewals, vehicle fitness checks, and ensure timely maintenance or repairs as needed.Arrange for temporary vehicles when required, ensuring smooth transport logistics for employees and workers as per operational needs.Security AdministrationImplement and monitor security policies, ensuring a safe working environment for all employees and visitors.Supervise the security team, ensuring compliance with security protocols and maintaining a log of security-related activities.Provide administrative support to security staff, including managing security equipment, logbooks, and performing regular checks on security systems (cameras, alarms, etc.).Continuous Improvement & Process EnhancementApply Kaizen principles to foster a culture of continuous improvement, identifying small, incremental improvements across administrative processes to enhance overall efficiency.Participate in DK Board meetings to discuss performance metrics, present updates on ongoing improvement initiatives, and collaborate with senior management on strategies for operational excellence.Implement TWIJI (Training Within Industry Job Instruction) methodologies to enhance the training process, ensuring employees are equipped with the right skills to perform their roles efficiently and safely.Identify opportunities for process optimization and work closely with cross-functional teams to drive improvements, streamline workflows, and reduce inefficiencies within the department.Encourage feedback from all levels of the organization, using insights to continuously enhance processes and drive productivity.Operating EnvironmentThe role requires regular interaction with multiple departments, including HR, Finance, and Operations, and requires strong problem- solving skills and an ability to manage multiple priorities.Given the diverse nature of the responsibilities, this role often requires working beyond standard hours to address urgent administrative and payroll related tasks.
