Administrative Assistant​/Receptionist

TROUVAY & CAUVIN is seeking an Administrative Assistant / Receptionist to join its dynamic team based in Abu Dhabi, UAE.

The Administrative Assistant / Receptionist provides administrative, secretarial, reception support for the Abu Dhabi office. The role also overseas general office housekeeping, provides support to sales team, office administration, visitor management, documentation and certification processes, and coordination with Head Office support functions, internal departments, suppliers, customers, and external stakeholders.

• Upload certificates and documents to bespoke customer websites for review and approval and update the Sales team on their status.
• Arrange supplier Material Test Certificates (MTCs) electronically and physically prior to inspection, stamp them with the customer PO and item number for overseas supplies, and pass them to QC for checking.

• Manage the e-registration process for Abu Dhabi customers and their approved suppliers, updating and tracking registered client information on their end-user e-registration systems.
• Coordinate with manufacturers to obtain the documents and information required for upload.
• Maintain and update the customer database and prepare e-registration status reports as necessary.
• Keep systematic records of manufacturers' documents (agency certificates, ISO certificates, etc.), ensuring all are valid and not expired.

• Coordinate with Sales team, QC, suppliers, Group offices, Head Office, and local management to complete tasks and ensure compliance with Group policies and local regulations.
• Liaise with PRO on visa applications, renewals and cancellations.
• Manage petty cash, office expenses, cheques, and the Abu Dhabi account in coordination with Finance and local management.
• Monitor invoices and ensure timely customer delivery and payment.
• Coordinate HR matters, including, new joiners and exit formalities, absences, and certificates.

• Manage the switchboard, incoming calls, messages, general enquiries, mail, fax correspondence, filing and archives.
• Welcome, assist and direct visitors and guests professionally, and maintain visitor records in accordance with company procedures.
• Provide secretarial and administrative support to the General Manager, including the planning and preparation of meetings, conferences and conference calls.
• Book Company leased cars and keep maintenance records.
• Arrange flights, hotels and airport transport for staff and guests.
• Handle local procurement of office stationery.
• Report maintenance issues and coordinate contractors for office equipment, facilities and the servicing of company vehicles.
• Change server backup tapes and ensure their secure storage.
• Perform any other related tasks as assigned.

• Ensure office procedures and company processes are consistently followed.
• Maintain accurate records and documentation.
• Report any HSE-related concerns to the QHSE Regional Manager.

• Bachelor's degree, diploma, or equivalent qualification.
• Minimum of 3 years of experience in an administrative assistant, receptionist, office coordinator, or similar role.
• Good understanding of the Company's field.
• Knowledge of office administration, documentation and filing, and of card procedures and regulations.
• Computer skills, including Microsoft Office, and knowledge of telephone protocol.
• Good English verbal and written communication skills.
• Interpersonal skills and customer-service orientation;
• Attention to detail; planning, organizational and time management skills.
• Confidentiality and trustworthiness.