Field Office Administrator III

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

Job summary

A leading medical device company in Dubai seeks an Administrative Support professional. Responsibilities include managing customer files, coordinating service requests, and providing secretarial services. The ideal candidate should have strong administrative skills, fluency in English and Arabic, and experience in customer relations. This role offers an opportunity to contribute to a crucial aspect of medical service operations.

Qualifications

• Minimum of 2 to 3 years’ experience in administrative work.
• Previous experience in customer relations is highly desirable.
• Experience in handling documentation and scheduling.

Responsibilities

• Update and maintain customer files and equipment files.
• Provide secretarial services and answer phones professionally.
• Plan contract and warranty site visits.
• Prepare and issue quotations for services.
• Perform help desk and call reception duties.

Skills

Good Administrative and organisational skills

Good written and spoken command of English

Good written and spoken command of Arabic

Interpersonal communication skills

Experience with PC applications

Tools

SAP

Job description

Overview

Primary function: Assist in the smooth running of Varian Medical Systems, Service Middle East. Control the necessary follow up. Primary VMS contact for customers according to scope. Perform the coordination of customer requests. Acts as backup for order processing.

Duties

1. Update and maintain VMS Service customer files and equipment files in conjunction with SAP and GSM.
2. Provide secretarial services to VMS Service. Prepare and send out correspondence for VMS Service. Answer phones in a professional manner. Send out fax messages and e-mails for VMS Service Middle East. Make photocopies of technical documentation and manuals and distribute appropriately. Take minutes of meetings. Update technical documentation and procedures from written drafts.
3. Process reports (Field Service Reports / Time Sheets / Expense Reports) of the service department and follow ups.
4. Plan contract and warranty site visits in conjunction with the Middle East Area Service Manager and Service. Prepare necessary paperwork for such visits.
5. Arrange travel schedule (booking of tickets, accommodation, etc.) for VMS Service through the appointed travel agency.
6. Prepare and issue quotations for spare parts. Prepare and issue quotation for services and service contract renewals in conjunction with the Middle East Service Area Service Manager.
7. Upon receipt of customer orders for spare parts, initiate action to ship to customers of VMS Service Middle East within a reasonable short time (ensure that all relevant information is available).
8. Update and maintain VMS Middle East customer files and equipment files. Maintain diary of VMS Service Middle East and weekly schedule.
9. Distribute and collect personal radiation dose badges throughout the company and maintain relevant records. Maintain records of radiation measurements.
10. Carry out help desk and call reception.
11. Organize and control tool shipments.
12. Service call dispatch: Issuance of notification numbers and adds appointments to service scheduling.
13. Issue and distribute PNL to affected customer, collect signed PNL and update internal tracking tool. Control the necessary follow up. Primary VMS contact for customers according to scope. Perform the coordination of customer requests. Acts as backup for order processing.
14. Perform other duties as assigned.

Requirements

Good Administrative and organisational skills. Good written and spoken command of the English and Arabic language. Experience / knowledge of PC applications such as word processors, spreadsheets, etc. Minimum of 2 to 3 years’ experience in administrative work. Previous experience in customer relation is highly desirable. Interpersonal communication skills are essential. SAP knowledge is an advantage.

About The Company

Varian Medical Systems, Inc., headquartered globally in Palo Alto, California, is the world\'s leading manufacturer of medical devices and software for treating cancer and other medical conditions with radiotherapy, radiosurgery, proton therapy, and brachytherapy. The company supplies informatics software for managing comprehensive cancer clinics, radiotherapy centers and medical oncology practices. Varian is a premier supplier of tubes and digital detectors for X-ray imaging in medical, scientific, and industrial applications and also supplies X-ray imaging products for cargo screening and industrial inspection.

More than 5,500 Varian Medical Systems medical linear accelerators are in service around the world. Varian employees - 5,100 employees worldwide in its 60 sales and support offices around the world. In the Middle East, Varian has offices in Bahrain, Riyadh and Jeddah with almost 40 employees.