Operations Administrative Assistant

Waypoint LLC; Dubai; On-site; USD 30,000 - 40,000; Full time

Job summary

Waypoint LLC is seeking a proactive Business Support Assistant to enhance operations within their Dubai office. The ideal candidate will excel in multitasking, data management, and administrative duties, ensuring smooth communication across teams. This position offers an opportunity to contribute significantly to business processes while working in a dynamic environment focused on the Asia-Pacific region.

Qualifications

• Proven experience in administrative roles.
• Experience or knowledge in ports/maritime markets is a plus.
• Excellent verbal and written communication skills.

Responsibilities

• Gathering and preparing information for the team.
• Updating and maintaining databases and filing systems.
• Managing invoices and handling communications with suppliers.

Skills

Organizational skills

Communication

Multitasking

Data management

Attention to detail

Education

Experience as an administrative assistant

Tools

MS Office

Job description

Waypoint is looking for a proactive and detail-oriented Business support Assistant to join our team. The ideal candidate will be based out of our Dubai office and will provide essential remote support across multiple areas of our business, ensuring smooth day-to-day operations for our Asia-Pacific team. This role requires strong organizational skills, excellent communication abilities, and the capacity to handle a variety of tasks simultaneously.

Key Responsibilities:

• Gathering, collecting, and preparing information for the team.
• Transfer data from emails, repositories, reports, documents into database software.
• Identify critical data and report to the supervisor/team lead.
• Updating and maintaining databases, archives, and filing systems.
• Reviewing all information for accuracy and informing the supervisor/team lead.
• Review data for deficiencies or errors, correct any incompatibility if possible.
• Verify data by comparing it to source documents and check output.
• Support team in the correction of existing and previous data that is in the software system.
• Conduct research and gather information to support ongoing and upcoming projects.
• Assist with the closing of projects, ensuring all tasks are completed and documented appropriately.
• Manage invoices and handle communications with suppliers and vendors.
• Facilitate cross-team communication to ensure smooth operations and coordination across departments.
• Provide administrative support, including preparing project offers and proposals.
• Handle supplier management, including communicating with vendors, negotiating contracts, and ensuring timely delivery of services.
• Assist in planning and scheduling meetings, conferences, and appointments.
• Maintain office supplies and coordinate with external service providers.
• Provide support to senior staff as needed, handling a variety of administrative tasks.
• Perform other related duties as assigned to contribute to the smooth running of the office.
• Maintain organized records and ensure the timely completion of administrative tasks.

Requirements:

• Working hours: 7:00 AM – 3:00 PM (to cover the Asia-Pacific time zone)
• Experience or knowledge in ports/maritime markets in the Asia-Pacific region is a plus.
• Proven experience as an administrative assistant or similar role.
• Maritime Industry experience preferred
• Experience with MS Office and data programs.
• Familiarity with administrative duties
• Excellent verbal and written communication skills.
• Excellent knowledge of correct spelling, grammar, and punctuation
• Organizational skills, with an ability to stay focused on assigned tasks.
• Good understanding of databases and digital filing systems.
• The ability to manage and process high volumes of data accurately.
• Ability to communicate with team when an issue is encountered.
• Ability to work independently and meet tight deadlines.
• Familiarity with invoicing, vendor management, and project documentation
• Multitasking and proactive.
• Dynamic

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