Office Administrator/Manager cum Executive Assistant
ACT/ BeautikaShop
Total years of experience :12 years, 1 Months
Human Resources/Administration/EA
• Oversee daily operations and work closely with the owners.
• Ensure that the office is well-maintained, organized and secure.
• Keeping personnel records up to date, posting ads for recruitment and arranging interviews.
• Establish and maintain general filing system for safekeeping of corporate records, contracts, personnel documents, etc. (maintain complete confidentiality of records)
• Obtain quotes/bids from suppliers.
• Maintain stock of office, janitorial and kitchen supplies and reorders when needed.
• Track Trade License, passport, labor card, health insurance expiry dates and handle renewal requirements.
• Product Registration through Montaji/Dubai Municipality.
• Coordinate with PRO on processing of visa, emirates id etc including renewal of licenses.
• Provide support with CEO, GM and the team
• Arrange meetings and manage the calendar scheduling
• Handle all internal and external correspondences for the CEO
• Monitor office expense, payables and receivables.
• Monitor office expense.
• Manage inventory of office stocks.
• Perform other duties and responsibilities as required.
Sales & Marketing
• Managing/Product listing on website through WooCommerce plugin wordpress.
• Manage online selling/platform such as amazon, noon, sharaf dg, dubaistore etc.
• Manage online order fulfillment.
• Prepare invoice, packing list and other documents required for delivery.
• Monitor online platform and create promotions on a certain occasion.
• Assist and liaise in gifting campaigns and products deliveries for influencers.
• Handling social media accounts of the company.
• Respond to queries from website, facebook, Instagram etc.
Logistics
• Handle import and export shipments.
• Prepare documentation for the shipments, such as Invoice, PL, COO etc.
• Obtain quotes/bids from forwarders .
• Provide the ETD and ETA to the customer and track shipment
• Prepare and report damages.
Overseeing the daily operations between the office and warehouse
Calendar management for the MD and scheduling appointments and coordinating/attending meetings with vendors
Order processing from ecommerce platform such as amazon, noon etc.
Prepare purchase order, sales order/sales invoice, sales quote, credit note including cost and price analysis
Monitor stock level and manage stock count
Coordinate/Liaise and track movement of goods through logistic pathways to ensure timely delivery and prepare documents such as COO, PL, CI etc.
Maintain good relationship with vendors and suppliers
Maintain updated records or filing system
Interview and provide training to new staff
Background in processing of visa, renewal of contract etc.
Manage Staff expense request including payment of utility bills
Support on payroll processing
Conduct research to identify new markets and expand the business
Receiving incoming calls and doing outside calls
Handling schedule of driver and deliveries
Sending the SOA every end of the month to customer or as requested
Handling payments by cheque releasing or through credit card
Reconcile accounts payable and receivable through Accounting System
Handling petty cash and liquidation process
Knowledge on e-commerce (uploading the products with the description and price) and manage the social media accounts such as Facebook, Instagram, linked in etc
Provide secretarial/administrative work and perform other duties and responsibilities as required
Reporting to Executive Managing Director (Owner)
Provide both administrative and clerical support to other departments.
Dealing with telephone and email inquiries.
Sorting and distributing incoming post and organizing and sending outgoing post.
Support payroll processing (monitor and update daily attendance of all employees, checking how many hours employees have worked)
Liaising with staff in other departments and with external contacts
Creating and maintaining filing systems
Make quotations and other relevant documents
Scheduling and attending meetings, creating agendas and taking minutes
Keeping diaries and arranging appointments
Receiving and directing calls to respective person
Perform other duties and responsibilities as required
Prepare petty cash, quotations and invoices
Liquidation of petty cash and other allowances
Provide payroll processing report to HR department
Coordinate and support Sales Staff/Account Executives and Sales Managers by providing sales data, new product information and relaying customer service requests
Coordinate, verify and follow up clients regarding details/transport of deliveries
Entertain inquiries via telephone or email
Keeps promotional material ready by coordinating requirements with Sales department
Updates job knowledge form time to time whether a change of prices or packages
Liaising to different departments and external contacts.
Attends to requirements such as business correspondences/reply letter Sales Managers
Prepares bidding documents and answers all accreditation requirements
Secures bidder's and performance bond.
Prepares, distributes and liquidates transportation allowances and incentives of Account Executives and Sales Managers
Updates monthly status of Biddings, Bidder's bond and Performance bond
Follow up reimbursement of Bidder’s and Performance bond
Interview applicants that were sent by different Suppliers
Conduct Orientation and Trainings to the newly hired applicants.
Provide payroll processing support to HR Manager
Prepares and release Rules Violation Memo
Coordinate and follow up suppliers
Transmit fixed asset, supplies and documents to other branches
Release and provide supplies in each department of the branch
Monitor and maintains up to date status of the inventory of supplies and fixed assets of the branch
Do initial audit on the lessees
Submit weekly and monthly report
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