Travel Assistant / Office Assistant

ARK Group
Dubai

223 days ago

AREAS OF RESPONSIBILITY:

Travel
  • Administration of the company travel booking system.
  • Responsible for providing ad hoc travel support and induction training to staff new staff.
  • Maintaining accurate records of all travel user profiles and cost centres, liaising with the travel agent on required changes.
  • Compiling travel supporting documents and reconciliation against SOA.
  • Out of hours support for emergency travel bookings.
  • Escalating and resolving issues with travel agent relationship manager as required.
  • Lead on analysis of Group travel data and reporting in order to identify improvements required.
  • Expand and maintain corporate rate agreements with hotels across the region.
  • Handle all office administration related issues, including but not limited to supplies and stationery purchases, handling document archives, filing and facilities management.
  • Procurement support for Dubai HQ and assisting other offices in times of heavy procurement volume.
  • Relationship management with existing suppliers, including analysing the value for money of existing suppliers.
  • Assist Head of Corporate Services with any other tasks and activities that may be required to provide support to Corporate Services departments and project teams.
  • Carry out due diligence checks in accordance with company SOP.
  • Assist the Head of Corporate Services with maintaining Group wide policies, including but not limited to the approvals matrix, travel policy and gifts and hospitality tracker.
  • Manage Group lease agreements, payment of rent, tracking lease renewals in a timely manner and relationships management with landlords.

Office Administration
  • Handle all office administration related issues, including but not limited to supplies and stationery purchases, handling document archives, filing and facilities management.
  • Procurement support for Dubai HQ and assisting other offices in times of heavy procurement volume.
  • Relationship management with existing suppliers, including analysing the value for money of existing suppliers.
  • Assist Head of Corporate Services with any other tasks and activities that may be required to provide support to Corporate Services departments and project teams.

Compliance
  • Carry out due diligence checks in accordance with company SOP.
  • Assist the Head of Corporate Services with maintaining Group wide policies, including but not limited to the approvals matrix, travel policy and gifts and hospitality tracker.
  • Manage Group lease agreements, payment of rent, tracking lease renewals in a timely manner and relationships management with landlords.
Requirements
  • Prior experience in travel booking/administration in a corporate setting.
  • A minimum of 5 years of experience in a similar role in office administration.
  • Attention to detail, ability to work independently and with tight deadlines.
  • Strong verbal and written English skills.
  • Excellent knowledge of Microsoft Word, Excel and PowerPoint.