Secretary Signage-(Signage Sales)

HireAlpha; Sharjah; On-site; AED 120,000 - 200,000; Full time

Job summary

A leading signage solutions provider in Sharjah is seeking a Secretary for the Signage Department. This role involves providing administrative and clerical support to ensure efficient operation. Responsibilities include managing schedules, preparing documents, and coordinating with clients and internal teams. The ideal candidate should have excellent communication skills and a background in secretarial management.

Qualifications

• Proven work experience as a Secretary.
• Ability to manage multiple tasks and meet deadlines.
• Excellent written and verbal communication skills.

Responsibilities

• Provides administrative assistance and secretarial support to the Managing Director.
• Prepares and maintains Department's Daily Summary Report.
• Coordinates with clients to understand their needs and gather project details.
• Prepares documents for tender proposals and submissions.
• Handles invoicing and updates of Inquiry Log.

Skills

Multi-tasking

Time management

Written communication

Verbal communication

Professional integrity

Education

Master’s degree in business administration, communications, or related field

Executive Secretarial Management course / Secretarial diploma

Job description

Job Description of Secretary Signage

Department: Sales (Signage Sales)

Location: - Sharjah

Years of experience: 4 to 5 Years

Job Summary: The Secretary in the Signage Department provides administrative and clerical support to ensure the efficient operation of the department.

This role involves managing schedules, handling correspondence, preparing documents, and coordinating with various internal and external stakeholders. Should know about the signage industry, an industry that deals with the fabrication, installation, and maintenance of signage, LED Display steel structure support, static signs and advertising billboards’ contracting, signage consultancy, and large format printing.

Job Responsibilities

• Provides administrative assistance and secretarial, support to the office of the Managing Director and performs several related tasks.
• The making of the Department's Daily (Sales) Summary Report.
• Manage and maintain expiring documents related to the company such as business licenses, government permits, insurance policies, vehicle registrations, tenancy contracts, etc.
• Prepares drafts of written communications such as letters, memorandum, and quotations.
• Schedule a meeting with the client to understand their needs, and requirements and collect detailed information about the project, including the type of signage, materials, sizes, design preferences, installation location, and any specific deadlines.
• Document all findings, and coordinate with the design team to create initial concepts and designs based on the client's requirements and the site survey.
• Present the designs to the client and incorporate their feedback into the final design.
• Should know the scope of work, including detailed descriptions of the signage products and services to be provided materials, and specifications used for till installation process.
• Prepares documents for tender proposal, submission, and close-out documents for completed projects (Operation & Maintenance Manual, Warranty, etc.).
• Opening of Work Orders for Neon, Maintenance, and Prints Department. Responsible for filing all the work orders hold copies in individual SE’s box files.
• Invoicing of Job for Signage, Maintenance, and Prints in Unix, Daily update of Inquiry Log.
• Prepares and fills up application forms for work permits, and government NOCs through the online portal of RTA and Dubai Municipality.
• Attend Morning Meetings with HOD, Sales, and Production Team.
• Prepare Monthly Forecast / Projections – Send emails to SEs every month.
• Management Reports - Qtn update, Sales Dashboard, Yearly Projection to be updated month wise.
• Pre-qualification & Vendor Registration Form to be filled
• Outstanding follow-ups with clients for Neon, maintenance department.
• Production and Maintenance coordination to be done daily for job releases and completion.
• Liaise with the accounts department for cheque collection, statement of accounts and outstanding reports to be given fortnightly.
• Coordination with the maintenance department for AMC contracts to be submitted to clients and follow-up with the clients on confirmation.

Qualifications & Skills Requirements

• A master’s degree in business administration, communications, or a related field is a plus.
• Executive Secretarial Management course / Secretarial diploma
• Proven work experience as a Secretary.
• A high degree of multi-tasking and time management capability, Excellent written and verbal communication skills, Integrity, and professionalism.