Administrative Assistant - Grand Technology

Key Responsibilities

• Perform general administrative tasks and clerical duties.
• Maintain both digital and manual filing systems for organized recordkeeping.
• Draft and manage correspondence including letters and emails.
• Provide comprehensive secretarial and administrative support to the Directors General Manager and Accounts Department.
• Manage and update the DAFZA portal efficiently.
• Prepare and submit required documents to respective Consulates for visa processing.
• Maintain a document register track expiry dates and process renewals for company documents (e.g. trade licenses leases establishment cards insurance PO Box).
• Handle employees visa renewals and ensure timely processing.
• Support the Content Acquisition and Marketing team through research and information gathering.
• Oversee general office management and daily operational needs.
• Maintain accurate records of customer contract agreements and content-related documentation.
• Organize and manage filing systems for contracts agreements and financial records.
• Prepare submit and reconcile expense reports including petty cash management.
• Handle VAT filing in compliance with regulatory requirements.
• Prepare quotations delivery notes and receipt vouchers as required.
• Process purchase orders and ensure timely customer coordination.
• Prepare and send invoices ensuring accuracy and timely payment processing.
• Generate and share management reports (e.g. purchase order reports accounts receivable statements).
• Follow up on outstanding payments via email and telephone.
• Process bank transactions (cash cheque online payments) accurately and securely.
• Coordinate and manage all aspects of incoming international shipments including tracking documentation and warehouse delivery.
• Manage and maintain QuickBooks Online for accounting and financial tracking.