Jobs in UAE - Admin. Assistant – Global Design at Marriott – UAE

Admin. Assistant – Global Design at Marriott – UAE

Job Description:

• Handles all travel arrangements for the members of the team:
• Airline ticket booking, train if applicable.
• Hotel booking (MI, SW or other brands depending on the location and availability).
• Airport transfers (pick-up and drop off in Dubai and destination).
• Request HRG Travel Management System (TMS) online access for new hire from TMS support (copy HR); update all required information in TMS such as passport & contact details, credit card, home address and airline loyalty membership.
• Prepares and collates all visa requirements and coordinates application with GR department and with the team member if there is personal appearance required and schedule the appointment; follow the status; enter the visa details in Visa. Tracker when received and keep a copy in the personnel file.
• Coordinate meeting room request in-house with the Receptionist and Office. Assistant for meeting requirements such as set-up, snacks, beverages, etc.; out of office meetings to be coordinated directly with the venue event coordinator.
• Assist in compiling personal phone calls and submit the bill copy to Finance for payment and deduction of the personal calls; keep a copy on the personnel file.
• Prepare expense report in Concur and collects all original receipts including the itemized meal receipt from the hotel or the restaurant; monitor the pending ones to ensure submission within 3 months from the date of the receipt otherwise reimbursement will not be allowed and credit limit might be maximized; submit original receipts to Finance and keep softcopy on file.
• Prepare System Access request form for new hire for IT requirements, EID set-up and other IR related requests; submit for approval and forward to IT and HR for processing.
• Keep a copy in the file for reference.
• Ensure completeness of health insurance claims with the attached reports and receipts and submit to SAS Consultancy (Insurance broker) for processing.
• Request for updated travel insurance certificate from SAS Consultancy for personnel file and visa requirement (some countries request travel insurance).
• Arrange for courier booking online in Aramex system, packaging of the items with the help of Office Assistant, ensure pick-up by the Aramex representative and monitors the delivery.
• Prepare the leave form, submit for approval and update the Leave Summary Tracker and OASYS system. Keep a copy in the personnel file.
• Complete the monthly attendance sheet in OASYS (before 20th of the month or when the system is open for updating); submit the printed signed report to Finance; keep a copy on the file.
• Schedule and coordinate monthly Continent Design Review (CDR) with Sr. Management’s assistant to confirm the date and timing; book a meeting room and boards arrangement with Office Assistant (if big, heavy boards).
• Coordinate team’s activities such as monthly meeting, team building and other special events.
• Order for business cards, stationary when needed.
• Coordinate interview with candidates, hiring manager and HR when needed

Job Requirements:

Technical Knowledge/ Skills/ Training required:

• Knowledge of innovation & trends both in & outside of industry.
  § Basic problem solving skills
  § Strong written & verbal communications skills
  § Team-oriented
  § Multi-task oriented
  § Customer service skills

To Apply:
https://jobs.marriott.com/corporate/jobs/19087819?lang=en-US

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