Administrative Assistant

Job Description

About us:
Fragomen is the world’s leading exclusive provider of immigration services. We are a firm of more than 6,200 immigration-focused professionals and staff spanning more than 60 offices worldwide. Immigration has been our sole focus for 70 years, and today we offer support in more than 170 countries. We are problem-solvers, innovators and established thought leaders in immigration, providing strategic immigration advice to a diverse range of clients from individuals to the world’s leading multinational corporations.

Fragomen’s professionals are respected thought leaders in the immigration field providing expertise to governments across the world including the US Congress, the UK Parliament, the European Union and the United Nations.

A career at Fragomen will provide you with the opportunity to work in an exciting environment for a broad range of clients, where no two days will be the same. You will face interesting challenges and you will work with dedicated, friendly and ambitious people, where providing exceptional client service is at the core of what we do. We are extremely proud of our diverse workforce at Fragomen and we are fully committed to providing equal opportunities. We believe that our differences make us stronger.

About the team:
The team at Fragomen in Doha is a dynamic group of immigration professionals dedicated to delivering high-quality client service across a range of industries. Collaborative, knowledgeable, and client-focused, the team works closely with regional and global counterparts to support business immigration needs in Qatar and beyond.

About the role:
The Administrative Assistant works under supervision of the Partner with final line management to the Partner and provides administrative services to the Partner and the team as well as the clients in our Doha office.

Key responsibilities include:
Postal Administration

Postal tasks:

- In cooperation with the caseworkers, compiling and organizing documents for delivery to clients;
- Sending daily reminders to staff of unclaimed post;
- Daily scanning of incoming postal documentation due to time sensitivity and saving it on the internal drive;
- Preparing documents and parcels and booking with FedEx/Aramex/DHL for couriering to clients, in accordance with their pickup schedules.
- Ensure presence during collection, scan the proof of shipment, share the tracking number, and notify the client of the estimated delivery time;
- Understanding the importance of neatly and clearly filling out all envelopes and logs with all necessary details, as well as the urgency of preparing and delivering documentation on time. It is also essential to promptly inform all relevant staff about the received post, due to the importance of the original documents and time sensitivity.

Scanning tasks:

- Scanning bundles, full passport copies, and other legal and personal documents following the renaming protocol, and uploading as required;
- Preparing original documents such as passports and birth certificates.

Office Administration
- Managing the reception desk, answering overflow calls in a professional and courteous manner, and welcoming and hosting clients and guests;
- Assisting and supporting the Team with ad hoc tasks such as printing, scanning, and carrying out light casework-related duties to support Caseworkers in the execution of their tasks;
- Organizing and preparing internal and external events such as meetings, and conferences which includes: Selecting and booking the location or venue, coordinating with vendors, creating guest lists, sending calendar invitations, preparing name tags or badges, negotiating costs and managing invoices, arranging catering, welcoming guests, taking photos, and collecting feedback if needed;
- Ensuring that essential kitchen supplies are always available, ordering stocks, organizing the stock cupboard, and closely monitoring sell-by dates;
- Putting away stationery supplies and ensuring that the stationery, team, marketing cupboards and Post Room are kept tidy at all times;
- Informing Senior Office Coordinator when stationery and Post Room supplies are running low to ensure adequate supplies at all times;
- Ordering food, cakes, and desserts for birthdays and other events;
- Keeping records of vendors and office inventory, paying the Kahramaa bill, creating folders, and storing receipts and other admin-related documentation;
- Coordinating with the cleaning staff and building maintenance team to ensure the office is always clean, pleasant, and aesthetically maintained;
- Ensuring that tables and chairs in meeting rooms are consistently arranged, that the offices of all managers are kept tidy, taking care of plant watering and office decoration;
- Managing the Partner’s calendar, scheduling meetings on his behalf, always respectfully and courteously, while ensuring that you represent both the Partner and the Company in a professional and businesslike manner;
- Supporting the P