Job description
Serah Opticals Group is looking for a highly organized and responsible Administration Executive with a valid UAE driving licence to manage administrative, insurance, compliance, cash collection, camp coordination, document control, inventory handovers, office supplies, and staff-related activities across all group businesses.
The role requires regular coordination with branches, insurance companies, government authorities, staff, suppliers, and internal departments. The successful candidate will be responsible for maintaining accurate trackers, completing submissions and renewals within deadlines, ensuring proper documentation, and resolving administrative issues without delay.
Key Responsibilities
- Organize a minimum of 15 promotional and eye-testing camps per month, obtain required approvals, maintain a consolidated tracker, and support achievement of monthly revenue targets.
- Monitor the RTA eye-testing system daily, report and resolve system issues on the same day, and complete daily reconciliation with no e-wallet shortages.
- Submit insurance claims according to the scheduled submission cycle and ensure 100% on-time submission.
- Review insurance claim status weekly, follow up on rejected or pending claims, and complete monthly reconciliation of submitted claims and received payments.
- Maintain separate and properly organized files for approved, pending, rejected, paid, and resubmitted insurance claims.
- Maintain updated trackers for business licences, staff documents, visas, insurance policies, contracts, probation periods, and expiry dates.
- Complete renewals at least 15 days before expiry and ensure there are no expired or lapsed documents.
- Process new and renewal visa applications within one working day of receiving complete documents.
- Maintain the company’s shared folder and upload all staff and business documents on the same day.
- Collect cash from all group businesses according to the approved collection cycle, verify the amount using a checklist, and submit it to the relevant department without delay.
- Coordinate the purchase, stock control, and distribution of office supplies across all businesses.
- Record, report, and follow up on IT and administrative issues through the request-management tracker.
- Coordinate Dotline inventory stock-taking and handovers, maintain supporting documents, and obtain signed acknowledgements.
- Manage staff and company insurance policies, renewals, records, and related documentation.
- Coordinate staff uniforms, identification cards, and required documents and resolve non-compliance immediately.
- Visit branches, insurance companies, government offices, banks, suppliers, and other locations as required.
- Prepare weekly and monthly administrative, insurance, cash collection, camp, and compliance reports for management.
Requirements
Previous UAE experience in administration, insurance coordination, document control, or multi-branch operations.
Valid UAE driving licence is mandatory.
Good knowledge of UAE visa processing, staff documentation, insurance claims, and business licence renewals.
Strong Microsoft Excel, Word, email, reporting, and tracker-management skills.
Excellent organizational, follow-up, communication, and problem-solving abilities.
Ability to manage strict deadlines and multiple responsibilities independently.
High level of accuracy, confidentiality, and accountability.
Good command of English. Knowledge of Malayalam, Hindi, or Arabic will be an advantage.
Candidates with their own vehicle and immediate availability will be preferred.
Work Location: In person
