Business Administrator

at Creative Technology Middle East

Business Administration • Dubai, United Arab Emirates • Part-time

Description

UAE Nationals Only

Responsibilities

Business Administration:

• Document Control: Ensure all documents adhere to correct templates and brand standards, manage document control numbers, and oversee the filing systems.
• Communications & Presentations: Prepare, design and provide regular reports, maintain communication with staff across locations, and prepare presentations using standard templates.
• ISO & Audit Support: Assist with preparation and coordination for ISO certifications and audit processes, coordinate insurance renewals, and update the insurance tracker.
• IMS and ESG Support: Support the development and implementation of ESG initiatives, including CSR programs, promoting a culture of sustainability and responsibility while actively contributing to IMS development goals.
• Risk & Crisis Management: Support risk and crisis planning protocols, manage NCRs, and arrange investigation meetings.
• Sanctions Checks & Registers: Undertake sanctions checks for new customers, manage the Gift and Entertainment Register, and update any CTME inputs into NEP.
• Annual Planning Calendar: Maintain the annual planning calendar for business administration tasks.
• Trackers & Compliance: Create and manage trackers for document control areas and assist with trade license renewals and data collection.
• Process Improvement: Streamline office procedures for efficiency, identify opportunities for improvement, and implement feedback.

Reception and General Administration:

• Arrivals: Greet and assist visitors and employees, coordinate with relevant departments, arrange food deliveries, and escort visitors to specific locations within the building complex as required.
• Switchboard: Answer and transfer calls, handle client and employee inquiries with excellent customer service.
• Meeting Rooms: Ensure meeting rooms are set up and reset after meetings, manage catering requirements, write meeting notes when required.
• Office Supplies & Maintenance: Maintain inventory records, manage pantry consumables, handle maintenance requests, and ensure a clean office environment. Assist with office plant care and manage related suppliers.
• Logistics Support: Organize non-project related travel (visas, flights, hotel, etc), coordinate couriers and deliveries, inform staff of deliveries. Manage internal and external events and training sessions.
• Onboarding & Offboarding: Oversee onboarding needs, introduce new staff to team members, and handle offboarding administrative tasks.
• Access & Security: Oversee parking arrangements, monitor and manage access control systems, coordinating with building security.
• PO Creation & Management: Create and manage purchase orders, manage OPEX tables and complete Credit Card Requests and Advance Payment Requests.
• Smartsheet & Tender Support: Develop and update Administration Smartsheets, support with tender documentation, and maintain the management signature log.
• Meeting Minutes & Reporting: Take and type up meeting minutes, file paperwork in Dropbox using document trackers as needed, and obtain appropriate signatures. Complete monthly Etisalat and other data reports.
• Event & Guest Catering: Book and coordinate event and special guest catering.
• Support Across Functions: Provide adaptable, proactive support across all business functions, ensuring alignment with OPEX budget parameters and fostering a collaborative environment.

Person Specifications

• Minimum 2 years of professional experience on similar position.
• Operational efficiency: Can manage daily operations with some guidance.
• Project Management: Assists in project tasks, understands basic workflows. Manages small projects independently.
• Customer Service: Handles basic client interactions, provides standard support.
• Problem Solving: Identifies common issues and follows troubleshooting guidelines.
• Communication: communicates clearly and follows instructions
• Teamwork: Works well within the team, follows instructions.
• Continuous improvement: Actively seeks out learning opportunities and applies new knowledge. Seeks feedback for improvement.

Role Type

On-site • Permanent • Part-time • Beginner

Company Overview

Creative Technology M.E (CT) is the world’s leading supplier of specialist audio-visual solutions to the live events industry. We provide cutting edge audio-visual services to a diverse clientele both locally and globally. With offices in the Middle East, USA, Europe, and Asia, CT has established itself as a market leader utilising the strong relationship between our international offices. In the Middle East (CTME) we offer complete full-service offering from rental, sales, installation and managed services across all entertainment technology sectors. We utilise high quality equipment and work with some of the biggest clients in the region, but what sets us apart is Our People, their accountability, thirst for innovation, and commitment to working collaboratively in delivering outstanding services.