Field Office Administrator III

Varian Medical Systems; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

A leading medical technology company in Dubai seeks an Administrative Assistant to support operations in the Service Middle East department. The role involves maintaining customer files, providing secretarial support, and processing service-related documents. Candidates should be fluent in English and Arabic, possess strong organizational skills, and have 2-3 years of relevant experience. Proficiency in SAP is preferred. This position offers a dynamic work environment in a reputable organization.

Qualifications

• 2-3 years of administrative experience; customer relations experience is highly desirable.
• Strong administrative and organizational skills.
• Fluent in English and Arabic (spoken and written).

Responsibilities

• Update and maintain VMS Service customer and equipment files using SAP and GSM.
• Provide secretarial support including correspondence and meeting minutes.
• Process and follow up on service reports, timesheets, and expense reports.

Skills

Strong administrative and organizational skills

Fluent in English and Arabic (spoken and written)

Excellent interpersonal skills

Proficient with PC applications (Word, Excel)

Tools

SAP

Job description

Primary Function:
Assist in the smooth operation of Varian Medical Systems, Service Middle East, including follow-up control and acting as the primary VMS contact for customers within scope. Coordinate customer requests and serve as backup for order processing.

Duties:

1. Update and maintain VMS Service customer and equipment files using SAP and GSM.
2. Provide secretarial support: prepare correspondence, answer phones professionally, send faxes and emails, photocopy technical documents, take meeting minutes, and update technical procedures.
3. Process and follow up on service reports, timesheets, and expense reports.
4. Plan site visits for contracts and warranties with the Area Service Manager, preparing necessary documentation.
5. Arrange travel bookings for VMS Service staff.
6. Prepare and issue quotations for spare parts, services, and contract renewals with the Service Manager.
7. Manage customer orders for spare parts, ensuring prompt shipment with complete information.
8. Maintain customer and equipment files, diary, and weekly schedule for VMS Service Middle East.
9. Distribute and collect radiation dose badges, and maintain radiation measurement records.
10. Handle help desk and reception calls.

Job Category

Administration & Secretarial

1. Organize and control tool shipments.
2. Dispatch service calls: issue notification numbers and schedule appointments.
3. Issue PNLs to customers, collect signed copies, and update tracking systems. Coordinate customer requests and act as backup for order processing.
4. Perform other duties as assigned.

Requirements:

• Strong administrative and organizational skills.
• Fluent in English and Arabic (spoken and written).
• Proficient with PC applications (Word, Excel, etc.).
• 2-3 years of administrative experience; customer relations experience is highly desirable.
• Excellent interpersonal skills.
• SAP knowledge is an advantage.

About The Company:

Varian Medical Systems, Inc., headquartered in Palo Alto, California, is a leading manufacturer of medical devices and software for cancer treatment, including radiotherapy, radiosurgery, proton therapy, and brachytherapy. The company also provides informatics software for cancer clinics and radiotherapy centers, along with X-ray imaging products for medical and industrial applications. With over 5,500 linear accelerators in service worldwide and approximately 5,100 employees globally, Varian has offices in Bahrain, Riyadh, and Jeddah in the Middle East.