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.