Secretary / Admin Assistant - Grand Technology

Key Responsibilities

• Perform general administrative tasks and other clerical duties.
• Maintain both digital and manual filing systems to ensure 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 such as trade licenses leases establishment cards insurance and PO Box.
• Handle employees visa renewals and ensure timely processing.
• Support the Content Acquisition and Marketing team by conducting research and gathering relevant information.
• Oversee general office management and day-to-day 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 managing petty cash transactions.
• Handle VAT filing in compliance with regulatory requirements.
• Prepare quotations delivery notes and receipt vouchers as required.
• Process purchase orders and ensure timely coordination with customers.
• Prepare and send invoices ensuring accurate and timely payment processing.
• Generate and share management reports including purchase order reports and accounts receivable statements.
• Follow up on outstanding payments via email and telephone correspondence.
• Process bank transactions including cash cheque and online payments accurately and securely.
• Coordinate and manage all aspects of incoming international shipments including tracking documentation and ensuring timely delivery to the designated warehouse.
• Manage and maintain QuickBooks Online for accounting and financial tracking.