Administrative Assistant
Full time
at Milele Motors in
Dubai, UAE
Job highlights
Posted on November 7, 2019Job details
Administrative Duties:
Documentation:
Types, compiles and prepares reports, memos, invoices, presentations, correspondences and other documents.
Manages databases and filing systems.
Prepares correspondences and mails into envelopes.
Collates, files and expense reports on a daily, weekly and monthly basis.
Performs other clerical receptionist duties such as filing, photocopying, transcribing and faxing.
Retrieves organizes and maintains corporate legal records, documents, and reports.
Researches and conducts data acquisition to prepare documents for review and presentation by boards of directors, committees, and executives.
Maintains office procedures, process, document articles & workflow
HR-F20, Rev. 1, p. 1/5
Effectivity Date: 19 August 2019
Reporting:
Maintains Fuel Consumption report, orders fuel using CAFU service weekly & as per operational request.
Maintains the attendance master list and generates the missing report on a daily, weekly and monthly basis based on location.
Tracks daily expenses and prepares weekly, monthly or quarterly reports, when required.
Maintains all Cash in & cash out report, Utility report & Price of rates master list.
Maintains the fix asset report for the head office and showroom.
Maintains all Driver logs and routing.
Fleet Management:
Update & maintain all the documents related to the company's fleet in the DMS
Keep a track & log sheet on the Drivers Routing & Schedules.
Make (CAFU) order from the application and maintain the follow up on the next orders for the personal vehicles and the company's vehicles.
Check, Verify and make the payments for all RTA and traffic fines.
Update and Maintain the DMS structure files for the warehouse, logistics, and operations.
Marketing:
Posts and refreshes ads maintain templates in a document library for ads portal pages.
Assists in mass campaigns. Organizes, filter and extracts data.
Sales lead generating from Phone, websites & emails.
Searching telemarketing companies for outbound marketing in the African Region.
A virtual office from Regous for Japan & Australia.
Searching Vendors for stickers and uniforms.
Answering calls related to General inquiries, Sales leads or any forwarded calls related to other departments.
Inventories:
Conducts and maintains the inventory levels of office supplies.
Places appropriate orders for stock replenishment.
Organization/Meetings:
Coordinates manage and facilitates administrator's and executive's calendar to arrange appointments,
set-up meetings maintain minutes of meetings and conferences.
Provides reminders to the manager/executive of important tasks and deadlines.
Manages diaries and organizes meetings and appointments
Coordination:
Provides administrative and clerical support to departments or individuals.
Reads and analyzes incoming memos for submissions and distribution, as needed.
Liaises with staff, vendors, visitors, and clients.
Prioritizes workloads & maintains task lists.
Develops and sustains a level of professionalism among staff and clientele.
Determines matters of top priority and handle accordingly.
Deposits cash in cash machine as per business request.
Directs the general public to the appropriate staff member.
Ensures the tasks assigned by the Manager / Executives are completed on time within deadlines.
Maintains customer confidence and protects operations by keeping the information confidential.
Contributes to team effort by accomplishing related results as needed.
Reception Duties:
Communication:
Act as the first point of contact: dealing with correspondence, phone calls and maintaining all forms of internal/external communication.
Routing calls and relaying messages to the correct party/person.
Inquiries/Visitors:
Provide basic and accurate information in-person and via phone/email.
Direct visitors to the appropriate person and office.
Prepare & document sales leads / General inquires to relevant department
Office Management:
Maintain office security by following safety procedures and controlling access via the reception desk (by maintaining & monitoring of visitor's log sheet, Parcel sheet, check-in / check-out).
Ensure the reception area and the offices are tidy, clean and presentable
Ensure that all necessary stationery and materials are replenished ( pens, forms and brochures, papers in printers and bottled waters in chiller).
HR Assistance Duties:
Send missing punch report to the concerned Employee along with the missing punch form, follow up & coordinate accordingly.
File and update contact information of employees, customers, suppliers and external partners.
Procurement Duties:
Prepares Purchase requests, generates Request for Quotation and Purchase orders and completing the necessary documentation.
Maintain petty cash register & tracking & distributing payments with coordination and routing the documentation accordingly. (PRs, RFQs, POs, Vendor master list & record master list).
Source general purchase vendors based on documentation requirements as per PRs, POs vendor master list.
Central Showroom Duties:
Raising PR / PO for the car's modifications
Raising the PR / PO for the car's maintenance
Maintain calendar, contact list and task list for the sales department
Update the PR / PO requests.
Milele Showroom Duties:
Creating PR's & PO's
Creating Invoices and Packing list
Creating Invoice Proforma
Updating courier with regards BIL
Booking DHL for BIL documents
Salik /checking Fines
CAFU booking
Updated outlook Calendar, contacts Task
Updated /Reminder Sir Faisal TO DO List
Monitoring Drivers and route routine
Maintaining showroom to be clean and well organized
Required qualifications
bachelor
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