Administrative Assistant

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.

1. Manage all the Quotations requested by all the sales department on a timely manner.
2. Responsible for all correspondence and documentation relevant to Dynagraph offices & clearing agent(s).
3. Manage all consignment logistics and allied services within the Dynagraph Group as required.
4. Arrange and dispatch courier and track the consignment.
5. Process delivery notes & invoices to customers.
6. Manage all existing and future customer contact (CRM).
7. Coordinate and support the Accounting, Purchasing and Billing departments.
8. Manage all office requirements re stationery, servicing of photocopier and as requested.
9. Manage the collection of receivables in coordination with local sales.
10. Responsible to process, liaise and action all legal documents and requirements with the local UAE authorities.
11. Meet, greet and lead the company visitors to the concerned persons.
12. Arrange the visas, air ticket booking, hotel accommodation, exhibitions, etc. as needed.
13. Ensure all email and faxes were disseminating to the right persons.
14. Create correspondence / cover letter for sales quotations / sales agreement.

Desired Skills and Experience:

1. 3 years experience in a related position is a distinct advantage.
2. Proficient in Windows, Microsoft Office (Word, Excel, Power Point & Access).
3. Fluent spoken and written English.
4. Bachelors Degree in Business Administration or relevant fields.
5. Knowledge in Supply Chain.
6. Conversant interpreting Letter of Credit's (LC) and its documentations.
7. Knowledge in UAE government portals such as Chamber of Commerce, Dubai Ports, Ministry of Foreign Affairs, Ministry of Economics, etc.