Offer summary

Qualifications:

Previous experience in a dynamic assistant or administrative role., Strong computer skills, especially with Google Workspace and Zoho applications., Excellent communication skills in English and Arabic., Understanding of document organization, scheduling, and basic legal documentation..

Key responsibilities:

Managing administrative tasks, including scheduling meetings and taking minutes.

Handling communication via calls and emails, and maintaining company paperwork.

Supporting HR activities such as onboarding, employee development, and payroll management.

Assisting with office management, document creation, and coordination with suppliers and team members.

Job description

SNAP14 is looking for an exceptional HR & Administrative Executive to support our Co-founder and General Manager. This passionate document warrior will be working on human resources and administrative activities at SNAP14 working directly with the Co-founders.

Our Administrative Assistant will be responsible for administrative related tasks in addition to support with managing the office, HR and Legal. The priority is to maintain all paperwork and make sure that the company is up to date on all documents and supported to work smoothly.

As an Administrative Assistant you will work on supplier documents, project tasks, maintaining company paperwork, assist in writing documents, editing contracts and working towards long-term objectives to meet business needs and requirements.

Here are the job functions:

Schedule and attend meetings
Act as meeting scribe and take meeting minutes
Handles inbound calls and emails
Record data in Zoho system
General research
Creation of documents (SOPs, accounting receipts, contracts etc.)
Organize cloud drive
Order supplies (printing business cards, marketing material, notebooks, etc)
Create/edit contracts & agreements through the system
Assist in company documents (commercial registration, tax id, license, social insurance, etc)
Create reports
Check/coordinate supplier documents
Assist with onboarding new interns and freelancers
Coordinating with freelance team
Manage salaries payable
Office internet not working and need fixing
announcement and advertising for Job opening
first level applications screening
second level phone screening
coordinate and schedule interviews
sending offer letter to chosen candidate
closing Job opening
issue new mobile line sim to employee
planning office expansion
Implementation of the office changes by hiring appropriate workers and personnel
Sourcing needed material for any construction and finishing
searching for new storage spaces to rent
coordinating with the landlord and negotiating
office security
training staff and using technology tools
Induction
troubleshoot employee mobile line
new employee Google account
new employee Zoho account
getting new hires to sign all of their contracts and make sure they have submitted all of their documents
monitoring morale of employees
tracking development of employees
planning development of employees
guiding employees to the next development level
interviewing candidates
order new employee mobile line

Skills:

Strong Computer Skills: A lot of your work will be spent working on a computer. You need to be comfortable trouble-shooting computer issues and you need to be able to make your way around programs like Google Workspace and Zoho One with ease.

Communication: You need to make sure that you are communicating with all of the appropriate people and getting the right messages to the right people. Be clear with instructions and emails and make sure that you are understood, don’t just assume that people have received your emails or calls, follow up with people.

Requirements

What we are looking for?

A dynamic person who wants to work and grow a company that functions as a balanced team.
Someone with previous experience in a dynamic assistant role.
Understanding of Software tools is a plus.
A deep understanding of document organization and scheduling.
Preferably with previous experience with Zoho apps and/or other software tools or systems
Great communication skills and the ability to build and maintain relationships with internal and external stakeholders at all levels.
An analytical mind, with strong attention to detail.
Written and verbal English and Arabic is a must.
Flexible with working hours and days.
You’re dynamic, full of ideas to develop and implement - and quickly!
You’re resourceful, able to find another way to achieve your objective with maximum impact and find solutions (not problems).
You’re growth-minded; always wanting to go a step further and do better.