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Personal Assistant / Administrator

Confidential Company

1 - 5 years Dubai - United Arab Emirates

Any Graduation, Diploma. Any Nationality

Standard UAE Work Benefits


, Posted on May 7, 2018 1 Opening

Job Description

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Areas of Responsibility:
Main role as a Personal Assistant:
 Maintain electronic and paper records ensuring information is organized and easily accessible
 Organizing and maintaining diaries calendars and making appointments and ensuring the manager is well prepared for meetings;
 Maintain executive's agenda and assist in planning appointments, board meetings, conferences etc.
 Arranging travel, visas and accommodation for the Manager.
 Dealing with incoming email, faxes and post, often corresponding on behalf of the manager;
 Producing documents, reports and presentations;
 Liaising with clients, suppliers and other staff.
 Reminding the manager of important tasks and deadlines
 Handle confidential documents ensuring they remain secure
 Receive enquiries, acknowledge them immediately and record them appropriately.


Support role at the Reception:
 Attend all incoming calls at the board in a professional manner.
 Screening phone calls, enquiries and requests
 Book conference rooms and give priority to most important meetings.
 Manage office couriers by dispatching as well as receiving incoming couriers and appropriately distributing them, in time.
 Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
Support role as a Customer Support Representative:
 Obtain quotations and send proforma to customers.
 Prepare purchase orders in consultation with the sales team.
 Coordinate between suppliers and customers for processing sales orders.
 Coordinate with the logistics team to ensure timely delivery of orders.
 Follow-up for the payment from customers.
 Liaise with logistics team and update availability of stocks, maintain re-order levels.
 Update sales managers on the status of orders, issues and stock levels.
 Keep a tab on product expiry dates and bring it to the notice of seniors for further action.
 Arrange to send samples as and when required, receive feedback on the evaluation.
 Respond to customer complaints and escalate sensitive issues to seniors.
 Update records in Orion.
 Generate BO sales reports as and when required.
 Maintain and update quality records as per ISO standards.


Support role as a Customer Support Representative:
 Obtain quotations and send proforma to customers.
 Prepare purchase orders in consultation with the sales team.
 Coordinate between suppliers and customers for processing sales orders.
 Coordinate with the logistics team to ensure timely delivery of orders.
 Follow-up for the payment from customers.
 Liaise with logistics team and update availability of stocks, maintain re-order levels.
 Update sales managers on the status of orders, issues and stock levels.
 Keep a tab on product expiry dates and bring it to the notice of seniors for further action.
 Arrange to send samples as and when required, receive feedback on the evaluation.
 Respond to customer complaints and escalate sensitive issues to seniors.
 Update records in Orion.
 Generate BO sales reports as and when required.
 Maintain and update quality records as per ISO standards.


Industry Type : FMCG / Foods / Beverages
Functional Area : Secretary / Front Office / Personal Assistant (PA)

Keywords

Personal Assistant PA Secretary Front office Admin CS Customer Service

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