Job Title

Administrative Specialist

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Job Description

Calvin James Recruitment are working with a Leading international Law Firm. We are looking for a high level Administrative Sepcialist to work directly with the Director of Administration within their Dubai Office in DIFC.

Key Requirements

  • International Law firm experience
  • Good understanding of Legal Cashiering
  • Immigration Knowlegde
  • Experience with the DIFC portal
  • Basic Accounting experience
  • International exposure, ideally UK, USA or Australia

Administration

  • To provide full support and assistance to the Director of Administration
  • Assist with ensuring statutory requirements are met; payments of all kinds, and regulatory (government, DIFC, Dubai Legal Affairs Department DLAD).
  • Process Legal Consultants DLAD registrations, annual renewals and cancellations.
  • Process through DIFC portal all personnel, spouse and dependents visa applications, including Emirates ID applications and arrange of certification and attestation of relevant documentation.
  • Saudi Arabian visa applications.
  • Liaison with Dubai PRO in relation to any other immigration matter relating to personnel.
  • Personnel company letterhead and DIFC prepared salary certificates.
  • Prepare and record partner housing allowance payments and lawyers school fee benefits.
  • Maintain and order business cards in English and Arabic for Middle East lawyers.
  • Assist with orientation and induction of new hires and set up of relevant requirements.
  • Reception cover as and when required
  • Keeping updated with IT applications by regular attendance at workshops.
  • Attend firm meetings.
  • Miscellaneous duties that may from time to time be required.

Accounting & Finance

  • Weekly and month-end missing time report.
  • Responsible for every aspect of Accounts Payable for all three Middle East offices.
  • Responsible for petty cash payments and weekly reconciliation for all Middle East offices.
  • Responsible for cash receipt process for Dubai and Riyadh bank accounts.
  • Ensure compliance is met and investigate any irregularities and handle appropriately.
  • Responsible for all client account receipts and disbursements.
  • Liaison with and partners and billing department to clear client account balances where appropriate and in a timely manner.
  • Record reasons for aged balances.
  • Responsible for maintaining daily bank balance log for all 4 Dubai bank accounts.
  • Initiate client disbursements transfers.
  • Liaising with bank for various banking matters.
  • Simple bank reconciliation for two Dubai based office accounts and two client accounts, and one Riyadh based office account

Facilities

  • Manage Dubai office security cards and carry out quarterly reconciliations against security system and building log.
  • Responsible for all Middle East offices security card system quarterly reconciliations.

Skills and Experience

IT literate in:

  • Word (required)
  • Interwoven DeskSite (advantageous)
  • Microsoft Outlook (required)
  • Excel (required)
  • Ability to work on own initiative
  • Personable and willing to work as part of a team
  • Proactive, adaptable and flexible
  • Taking pride in self and the job
  • AAT Qualified
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Administrative Specialist