Office Administrator

Overview

Rapiscan Systems is an industry leader in detection technology, providing cargo and vehicle inspection systems and services for ports, borders, military, high-threat facilities, and checkpoints to help customers combat terrorism, drug smuggling, illegal immigration, and trade fraud. We offer a broad array of scanning system configurations that leverage low-, medium-, and high-energy X-ray technology—or multiple X-ray technologies—to address each customer’s unique security application requirements. Our commitment to excellence in imaging performance, innovative design, and uncompromising quality ensures our solutions consistently deliver best-in-class imaging, high reliability, and operator satisfaction, to help customers find threats and contraband with ease and confidence.

Role Overview

Administer all operational functions for the UAE branch office; liaise with staff at the UK and US headquarters for guidance on Service, Program/Project Management, HR, and Legal support necessary to maintain best-in-class support services. Collaborate with finance staff and external providers on various tax compliance, payroll, and banking-related matters.

Responsibilities

Building / Utilities

• Coordinate with managers to schedule the use of facilities such as training and conference rooms; arrange catering and other special requirements.
• Procure entry permits, visas, and labor documents for incoming staff; manage the maintenance and renewal of these credentials.
• Arrange visas for staff and visitors traveling to other countries in the region.
• Oversee all matters related to sponsorship and leases for the training center, villa, and fleet vehicles.
• Manage the maintenance, upkeep, and repairs at the office, including supervision of maintenance staff and contractors.
• Arrange and oversee the installation and maintenance of telecommunications and other systems.
• Manage the purchase and/or lease of all furniture and office systems (e.g., phones, copiers, fax machines), as well as office supplies.
• Provide general administrative support including handling phone calls, correspondence, and file maintenance.
• Handle cheque and cash deposits and withdrawals.
• Manage room reservations for foreign guests.
• Coordinate the printing of submittals, business cards, and training materials.
• Manage issuance of training certificates and general office supplies.

Inventory

• Coordinate with UK and US logistics teams to ensure proper stock transfers between the main store and van stock.
• Perform inventory cycle counts on a weekly, monthly, quarterly, biannual, and annual basis.
• Maintain spares log for check-in/check-out tracking.
• Coordinate inward and outward cargo shipments (domestic and international).
• Track orders and manage delivery schedules.
• Manage inventory using Navision.

Field Service

• Manage key service-related documentation.
• Provide required service reports to US and UK offices.
• Maintain records in Navision and Resco, including support for RSSC in India.
• Book and manage travel schedules for field staff, including last-minute itinerary changes.
• Assist service engineers with expense reporting.
• Support the coordination and scheduling of field service activities.
• Oversee vehicle registration and renewals.

Finance/ Purchasing

• Assisting with staff housing issues, including leasing, payments, insurance, etc.
• Maintain financial records for all aspects of facilities, from leases to petty cash
• Handling office petty cash and Credit cards.
• Assist Accounts Payable (AP) on invoicing/payments
• Assist payroll where required, specifically with new employee set ups
• Liaise with in-country banks on ad-hoc basis
• Setting up new suppliers on Navision and Raising Purchase Order for new suppliers.
• Assist finance with tax activities, specifically VAT returns, corporation tax, payroll taxes and social insurance
• Approve bank payments and ensure all payments are compliant with OSI regulations
• Sales order for customers in compliance with OSI regulations specifically pricing and legal terms.

HR/Legal

• Facilitate the visa issuance process for new hires and existing employees and their dependents
• Enrol new hires in company benefits, such as medical and life insurance.
• Issue salary certificates, payslips and NOCs as required.
• Ensuring compliance with foreign and domestic licensing, renewal & amendments for doing business in the UAE
• Maintain marketing collateral and product manuals in both Arabic and English
• Ensure translations of other documents as appropriate
• Work closely with UK, US, and General Counsel’s office to ensure compliance in all personnel issues in region

Qualifications

• Strong proficiency in Microsoft Office Suite (Word, Excel, and PowerPoint)
• Highly self-motivated and capable of working independently
• Able to perform effectively under pressure with minimal supervision
• Strong command of English and Arabic, both written and spoken

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