DUTIES AND RESPONSIBILITIES ADMINISTRATIVE / SECRETARIAL 1. Filing of all documents from Legal Documents: a. Trade License b. Establishment Card c. Memorandum of Association d.Manager Passport, EID & Visa e. Sponsor Passport and EID f. Office Rent Documents 2. Filing of Employee Files: a. Passport b. EID c. Residence Visa d. Labour Card e. Labour Contract. 3. Filing of Personal Files: e. School Documents f. Home Documents (Rent / Fewa / Ajman Sewerage) 4. Monitoring of Expirations: a. Employees Labour Card Expiry (Mohre App) b. Employees Visa & EID Expiry c. Employees Passport Expiry d. Office Rent Renewals e. Company and Personal Car Registration & Insurance Expirations f. Legal Documents Expirations (Trade License / Establishment Card/Dubai Customs Code)i -Trade License can be renewed online -Dubai Customs Code expires same time with Trade License and will be renewed online with Fees of 25dhs. To renew the Code, new Trade License should be available because it is necessary to upload in the system. - For every import done we deal for clearance with MUNAWALA and they will bill us for all the fees that they need to collect from us. CUSTOMS CODE RENEWAL The process for Customs Code Renewal: Dubai Trade Website then Service Center afterwards Dubai Customs and Business Registration. At the top options you have to choose RENEW. Renewal needs the updated Trade License which will be uploaded in the system. Payment is thru online mode and the fees is 25dirhams. 5. Car Registration, Renewal and Fines Payment Once the Vehicle is due for Renewal \xe2\x80\x93 always inform Manager one week before the expiration date for the schedule of the renewal. The steps for Car Renewal are: a. Make Test for the expired Car) b. Contact insurance company to check the premium policy to be paid (Adamjee Insurance) c. Once the test and insurance were uploaded in the RTA System, then you can proceed for the Registration Renewal. If the expired car had an existing fine, the amount will be added to the cost of the renewal registration. Once paid for fine and registration, new mulkiya and sticker will be provided from the machine. Make sure to make a copy of the new mulkiya and insurance policy in the file and update the expiration as well. Just visit the RTA Website for online renewal. 6. Fines Payment \xe2\x80\x93 Once the car committed a Traffic Violation most of the time it will be paid right after to avail the discount for the fine. Abu Dhabi offers some discount as per the traffic fine if you pay it within a given period of time. Payment online can be done thru the RTA App or RTA Website. 7. Salik Recharge \xe2\x80\x93 Can be done online thru Plate number Details or Account Number. 8. Office Supplies Inventory 9. Pantry Supplies Monitoring 10. Assist guests / colleagues / manager whenever needed. Always ask anything to drink or whatever needed. ACCOUNTING 1. Management of payroll every end of the month: a. Absences b. Cash advances c. Overtime ) d. Leave Salary e. Gratuity Make the monthly salary for all employees and prepare the excel sheet to double check by Manager taking into considerations the above points. Once we got the final salary, record the amount for each employee in the AL ANSARI SALARY TRANSFER FILE. Total salary to be put in the fixed amount while Leave Salary to be mentioned in the Variable Salary and same with Leave Encashment. Make sure to make the pay start date and pay end date. Mention for what salary month. Total Cost of the Salary should match the excel salary file. Once done \xe2\x80\x93 send an email to send the salary transfer file and prepare cheque for payment Monitor the clearance of the cheque maximum 2 days. Prepare Payment Voucher for Cash Salaries. Work Allocation File \xe2\x80\x93 this will be done once you received the time card from site people to monitor the location or project the employee worked for the month. Work Allocation is done to check how much from the salary will be allocated to each project. Work Allocation File \xe2\x80\x93 this will be done once you received the time card from site to monitor the location or project the employee worked for the month. Work Allocation is done to check how much from the salary will be allocated to each project.ation is done to check how much from the salary will be allocated to each project. 2. Assists Vat Preparation for Tax Return. a. Vatable Company Expenses b. Vatable Project Expenses 3. Recording of all transactions in Monthly Expenses File for all types. Always put the cost centre to allocate the expenses to each project, company expenses & personal expenses. 4. Monitoring Project List and Expenses to make report for each project profitability. 5. Payment Voucher \xe2\x80\x93 it is prepared every time expenses exist without bill or proof of payment. 6. Receipt Voucher \xe2\x80\x93 it is issued every time there is collection from clients and to be recorded in the Receipt Voucher File. 7. Petty Cash \xe2\x80\x93 Monitoring and Replenishing of Petty Cash whenever needed. Cash Cheque or Petty Cash should be monitored where it was consumed to properly account the movement of cash. Petty Cash Summary should be prepared every time cash is received. Every expense should be evident with receipts or bills. Engineers / Employees outside who receive petty cash in advance should sign a payment voucher for the amount received from Man or office Staff. 8. Cheque Issuance \xe2\x80\x93 Prepare cheques for Suppliers whenever instructed by Manager . If cheque was requested by a Colleague, it should be confirmed by Manager. For the Cheque Preparation, always print the Cheque Payment Voucher where you will make cheque photocopy for us to retain the copy of the cheque. Always record the Cheque Issued to DAILY CHEQUES PREPARED (for the list of the cheques issued as per serial) and PDC CHEQUES ISSUED (for the monitoring of Cheque Clearance monthly) 9. Monthly Cheques \xe2\x80\x93 Every beginning of the month send to Manager the list of the cheques that will be cleared for the month plus the monthly car loan 10. Filing of all Company transactions \xe2\x80\x93 Receipts and Payments to each projects accordingly. 11. Dewa Payment \xe2\x80\x93 Once utility bill received from email, directly pay the outstanding balance from Petty Cash. 12. Du Mobile \xe2\x80\x93 Monitor the outstanding balance of sim cards for every month to double check the over usage of each account. Record the consumption every month to Du Usage Summary for each number. 13. Tax Invoice \xe2\x80\x93 It is prepared every time there is approved Quotation given from our side 14. Quotation \xe2\x80\x93 This usually comes from Engineers. Always request for an update for the new quotation to monitor the tax invoice issuances. Once they provide a new quotation, they will request to double check for it specifically for the computation and spelling. Always see to it that quotations will be double checked by you to avoid errors. Quotation from Manager will be directly done from your side 15. Bank Statement \xe2\x80\x93 Once Received in the Email print and delete in the email. Take note for the cheques issued & cheque received that was cleared Others 1. Maintain Cleanliness for office area. 6. Separate Filing for Al Arsh Al Malaki Building Materials Trading FZE (Legal Documents / Expeses) 7. Separate Filing for Al Arsh Al Malaki Marble Tr. LLC (Legal Documents / Expenses) 8. Download Application for Easier Online Transaction: a. Mohre App b. UAE Pass c. RTA App d. MOI UAE THINGS HANDED OVER: \xe2\x9a\xab Vault Key \xe2\x9a\xab Sim Card Job Type: Full-time Salary: AED3,500.00 - AED4,500.00 per month