Admin Coordinator

Dicetek LLC; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading agency management company located in Dubai is seeking a detail-oriented professional to manage access and alliance cards, ensure timely provision of necessary documentation, and coordinate model logistics. Key responsibilities include contacting agencies for access card applications, maintaining an agency database, and ensuring compliance for media permits. The role requires managing inquiries effectively and working closely with multiple teams to facilitate smooth operations.

Responsibilities

• Contacting newly registered agencies for access cards.
• Gather details of agents and maintain the agency database.
• Segregate companies into alliance tiers based on performance.
• Collect relevant documents to apply for media permits.
• Ensure timely provision of alliance discount cards to brokers.

Job description

Job Duties & Responsibilities

Access Cards

• Contacting the newly registered agencies, inform and apply for their access cards.
• Ensure a smooth viewing process is maintained.
• Gather the details of the agents and maintain the agency database for future use.

Alliance Cards

• Get quarterly reports from the inventory sales team and segregate companies into their respective alliance tier based on their current and past performances to ensure assistance.
• Inform them about the alliance benefits and get their details to provide them with the special alliance discount cards.
• Ensure all entities involved with Alliance benefits are up to date with the information and procedures for of availing the discounts.
• Ensure the brokers are provided with the cards on a timely basis and rectify any issues that they might be facing while availing of the benefits.

Media Permits

• Collect the relevant documents from the agencies in order to apply for the permits.
• Ensure all documents are valid and accurate to avoid any delays in approvals.
• Align with security, clearance team, and permit holders to organize the shoot without any discrepancies.

Models

• Once the request for a model is received, Check with the warehouse for model availabilities and conditions of the specified model.
• Send detailed information to the applicant along with the quotation for charges of transportation and refurbishment.
• Acquire HOS approval on the transfer of the model to the destination mentioning the timeframe.
• Once all approvals are in place, align the transportation supplier with the agency to coordinate the date and time of moving the models.

Others

• To attend to all the inquiries received from the different communications channel.