Job brief
We are looking for a competent Executive Secretary to support high-ranking officials in our company. You will be the one to organize and maintain the executive’s schedule and assist them by performing a variety of administrative tasks.
Executive secretaries must be quick professionals with great time-management and multitasking abilities. It is with their diligence and competence in their work that executives can focus on their managerial responsibilities without worrying for other tasks.
The goal is to contribute to the efficiency of the overall business by ensuring all assigned administrative duties are carried on timely and efficiently.
Responsibilities
1.Manage and supervise general administrative work of the office such as general correspondences, screen phone calls, responding to emails, preparing documents and packages, and other forms of correspondence and presentations to ensure efficiency and maintain compliance with company policy
2.Monitor and review daily actual bank statements, company’s system bank statement before releasing cheques or processing fund transfers.
3.Monitor and update Order Sheet , shipment summary
4.Monitor and update each Suppliers Order sheet for the actual goods ship and balance
5.Monitor company-related expenses such as supplier’s payment, freight payment, office expenses and supplies, utility expenses, staff salary, maintenance and repair costs
6.Process trade licenses, medical insurance, bank KYC and other documents that might require.
7.Review clients' statements of accounts and past due invoices until the payment is resolved.
8.Track and replace office supplies as necessary to avoid interruptions in standard front office procedures
9.Manage and supervise all customer inquiries and issues concerning the returned merchandise.
10.Update RMA files for the RMA received thru local clients and Iraq Clients
11.Check and review received RMA for the sales warranty and suppliers warranty
12.Contact suppliers for the RMA Warranty claim and follow up as necessary
13.Manage and supervise all customer inquiries and issues concerning the returned merchandise.
14.Assist colleagues whenever there is an opportunity to do so
15.Sourcing freight line and freight broker to get a shipping quotation.
16.Coordinate transportation providers to ensure prompt and proper movement of shipments
17.Compare and review quotes from different carriers; negotiate if applicable to ensure a good deal and, more importantly, that the freight is in good hands.
18.Manage and supervise shipment from local and international suppliers, and monitoring all shipment until it reaches the destination and received by Consignee.
19.Planning shipments by coordinating with a dedicated sales team, suppliers and logistic companies.
20.Reviewing purchase orders and shipping documents (Commercial invoices, Packing List, CO and BL ) to ensure accuracy
21.Prepare invoices and payments
22.Creating excel file for the AMAZON Payment statement
23.Updating 2022 Amazon Order sheet and payment (bank transfer id)
24.File Amazon SaFE T Claim as necessary
25.Encode General Spending for VAT return
26.Check VAT portal for the declarations
27.Process VAT payment at FTA portal
Requirements and skills
1.Proven experience as executive secretary or similar administrative role
2.Proficient in MS Office and “back-office” software (e.g. ERP)
3.In depth knowledge of office management and basic accounting procedures as well as technical vocabulary of relevant industry
4.Familiarity with basic research methods and reporting techniques
5.Excellent organizational and time-management skills
6.Outstanding communication and negotiation abilities
7.Integrity and confidentiality
8.Degree in business administration or relative field
Additional Details
1.Nationality required: Philippine
2.Working hours: 9AM – 6.30PM
3.Location: Bur Dubai, Dubai, UAE
4.Interview: Upon request only
5.Visa status: Must have at least a visit visa in UAE. International applicants are not accepted
6.Salary Range: 3000-3250 AED
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