Administrative Assistant

Badia Farms; Dubai; On-site; AED 60,000 - 80,000; Full time

Job summary

A leading company in Dubai is seeking an Administrative Coordinator to oversee vehicle management, employee accommodations, and office supplies. The ideal candidate will have a bachelor's degree in business administration and 3-5 years of relevant experience. Responsibilities include managing contracts, coordinating with sales, and ensuring efficient office operations.

Qualifications

• 3-5 years of experience in an administrative or office support role.

Responsibilities

• Oversee management of company vehicles and employee accommodations.
• Assist in drafting and managing customer contracts and quotations.
• Coordinate office management and maintain supplies.

Skills

Proficiency in Microsoft Office Suite

Recordkeeping

Data Entry

Education

Bachelor’s degree in business administration

Job description

Responsibilities :

Oversee the management and maintenance of company vehicles, including scheduling, tracking usage, and ensuring all necessary paperwork and records are up to date.

Manage the renewal process for company cars, ensuring timely renewals of licenses, insurance, and any other necessary documentation.

Coordinate the allocation of vehicles to employees and maintain records of vehicle usage and maintenance.

Coordinate and manage accommodation arrangements for employees as per company policies. Ensure that all employees have access to required accommodations when needed.

Manage employee accommodation contracts, ensuring that all agreements are renewed, updated, and filed properly.

Maintain a record of accommodation terms, conditions, and associated expenses.

Ensure that all accommodation-related paperwork is handled in a timely and efficient manner.

Assist in the creation of quotations for new product requirements.

Assist with the preparation of RFQs (Requests for Quotation) and pricing, ensuring all necessary details are captured.

Ensure timely follow-up on quotations and communicate status to relevant stakeholders.

Oversee day-to-day office management, including organizing supplies, equipment, and maintaining a productive working environment.

Ensure office cleanliness and maintenance of common areas.

Manage office supplies, including laptops, stationery, and other essential office equipment.

Coordinate the purchase and distribution of office supplies, ensuring that all items are available and well-maintained.

Assist in drafting and managing customer contracts.

Update and track key contract milestones, including renewal dates and terms.

Ensure all agreements are documented accurately and filed properly.

Handle inquiries from customers via email and phone.

Provide customers with information on products, quotations, and any other relevant details in a professional and timely manner.

Maintain clear communication with customers regarding item availability and order status.

Document Updates and Customer Documentation:

Keep track of customer documentation, including terms of lease (TL), contract renewals, and rebate agreements.

Ensure all customer-related documents are up to date and stored in an organized manner.

Assist with new customer registration by coordinating within departments to gather required documents for new vendor registration, including necessary certifications (e.g., HACCP).

Schedule and assist in audits as needed for new customers.

Coordinate with the sales team to ensure customer samples are prepared and ready for distribution.

Ensure samples are tailored to meet each customer’s specific requirements.

Communicate any item shortages or unavailability to both the sourcing team and the sales team.

Assist with updates to third-party suppliers' price lists and item catalogs.

Ensure that supplier information is accurately reflected in internal documents.

Collaborate with the team to coordinate pre-order items and ensure availability for upcoming orders.

Assist with the invoicing process by preparing and verifying customer invoices.

Ensure invoices are accurate, complete, and aligned with customer contracts and quotations.

Coordinate with the finance team to ensure timely dispatch and follow-up on outstanding invoices.

Maintain records of all invoices and related documentation.

Qualifications

bachelor’s degree in business administration or a related field

Experience:

3-5 years of experience in an administrative or office support role.

Technical Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Familiarity with recordkeeping and data entry systems