Administrative Assistant / Secretary
Purpose:
The Administrative Assistant / Secretary will be tasked with overseeing and managing all administrative activities required within the Dynagraph organization in Dubai Office.
Duties, Functions and Responsibilities:
Essential duties and functions are included. Other duties may be assigned.
- Manage all the Quotations requested by all the sales department on a timely manner.
- Responsible for all correspondence and documentation relevant to Dynagraph offices & clearing agent(s).
- Manage all consignment logistics and allied services within the Dynagraph Group as required.
- Arrange and dispatch courier and track the consignment.
- Process delivery notes & invoices to customers.
- Manage all existing and future customer contact (CRM).
- Coordinate and support the Accounting, Purchasing and Billing departments.
- Manage all office requirements re stationery, servicing of photocopier and as requested.
- Manage the collection of receivables in coordination with local sales.
- Responsible to process, liaise and action all legal documents and requirements with the local UAE authorities.
- Meet, Greet and lead the company visitors to the concerned persons.
- Arrange the visas, air ticket booking, hotel accommodation, exhibitions, etc. as needed.
- Ensure all email and faxes were disseminating to the right persons.
- Create correspondence / cover letter for sales quotations / sales agreement.
Desired Skills and Experience
- 3 years’ experience in a related position is a distinct advantage.
- Proficient in Windows, Microsoft Office (Word, Excel, Power Point & Access).
- Fluent spoken and written English.
- Bachelors Degree in Business Administration or relevant fields.
- Knowledge in Supply Chain.
- Conversant interpreting Letter of Credit's (LC) and its documentations.
- Knowledge in UAE government portals such as Chamber of Commerce, Dubai Ports, Ministry of Foreign Affairs, Ministry of Economics, etc.