Administrative Assistant at Air Products (Middle East) FZE – Bahrain

ummary Responsible for driving MECD visitors, ensuring the availability of all the office utilities, submitting the documents to the Government agencies (Immigration, Ministries) based on the work needs & regular paymentsI; Responsible for securing and issuance of export documents for the trucks. Reporting to HR & Administration Manager Reportees None Duties * Submit and receive all the documentation on behalf of the company. * Representative of the Company in all Government agencies. * Secure all the Export documents. * Following up all dispatched trucks. * Arrange details of shipments with forwarders, carriers as necessary for export & Import. * Purchased all the office utilities requested. * Filling all the documents related to the HR & Admin & Account department. * Control the clearance agent monthly invoice. * Coordinate with MECD Customers on a daily basis to ensure smooth dispatch and ensure good communications. * Responsible for the employees attendance record. * Supporting all the drivers in case of location, information and documentation. * Responsible for keeping records of the employees Medical receipts, and do a monthly tracking. * A weekly visit to check the MECD P.O Box. * Working with the Admin & accounting department for all the VAT Invoices. * Support the Management team during all the Audits, by preparing the required documents and data. * Work with Bapco to update all MECD vehicle numbers & updates if needed. * Writing the letters for the Government bodies if needed. * Drive the employees to LMRA & Medical checkup if needed. * Other responsibilities assigned by the General Manager and other Management team from time to time. * Maintain company vehicle by doing regular service. * In case of any trucks’ mechanical failure, provides assistance (looking for a mechanic or replacement parts) to solve the trucks issues. * Prepare for the monthly closing. * Keeping petty cash for Site daily cash expenditures and ensure monthly settlement of the petty cash. * Control the O.T’s hours. * Responsible for all the third parties on Site ( Cleaner & Security Guards). * Responsible for the driver’s portacabin ( safety – services – hygiene). * Responsible for the purchase needs ( provide quotations from suppliers). * Liaising with regulatory bodies for licenses and permits. * Build a network. * Accept all the changes in his duties. * Working with the team. KPI’s * Safety rules. * Driving rules. * Follow Bahrain regulations, laws and regulations of the company. * Ensure cost-efficiency in security / preparing export documents. Workplace Requirements Duties will be outside the office site, in addition to work in a well lit and ventilated area, having the necessary tools and gauges to perform the Job. Educational requirements * High school/secondary school certificate/ Diploma. Experience * Driving license for more than 5 years. * 3 years + of relevant experience. Skills * Structured & accurate in time * Ability to work independently and manage multiple tasks and assignments. * Self-motivated. * Agreed to work in and out the office. * Extend the working hours based on the work needs. Physical Demands * Active and energetic personality with a pleasant disposition and should not have any physical disorders which might hinder the job.