Executive Assistant & Operations Coordinator

BioCare S.A.R.L

2- Executive & Communication Management:

• Serve as the primary filter for all incoming communications, meticulously managing and prioritizing emails across personal, company, and technical team accounts.
• Handle all client communication, including answering phone calls and taking all new orders and returns.

3- Financial & Administrative Operations:

• Manage the full invoicing cycle for all client orders.
• Oversee daily cash reconciliation procedures, including Coffre counting and recap.
• Perform various administrative tasks and management analyses as required to support the CEO and management team.

4- Logistics & Order Fulfillment:

Supplier Order (Inbound Supply Chain Management):

• Take full ownership of the end-to-end order process with our worldwide suppliers, from initial preparation and sending of purchase orders to final confirmation.
• Strictly manage all requisite import documentation for international shipments, including legal papers, product nomenclature, and necessary clearances.
• Coordinate with our forwarders and clearing companies to secure all approvals, including the preparation and submission of Ministry of Health clearance papers required for specialized laboratory materials.

Client Orders (Outbound Delivery Coordination):

• Plan and schedule the final delivery of client orders throughout Lebanon, optimizing routing and timing to ensure efficient and timely receipt by over 300 clients.
• Ensure all necessary paperwork accompanies the final delivery (delivery notes, invoices, etc.).

5- Other Tasks & Skills required:

• Able to solve urgent cases even during the weekends- when necessary.
• Available to start in the shortest delay.
• Proficient with MS Word, Excel, PowerPoint and Outlook.
• Ability to work independently and without constant supervision.