Ref No.: 14-00324
Location: Dubai AE
Position Type:Direct
Experience Level: 2 Years
Start Date: 16/02/2014

Job Purpose :
To provide a full secretarial and administrative service to the Manager and additional secretarial assistance and support to other department staff as necessary.

Principal Accountabilities:
  1. Undertakes a variety of administrative routines without supervision and/or ad hoc exercises within the guidelines.
  2. Acts as a receptionist for visitors, establishes nature and priority of requirement of unexpected visitors or making a later appointment as appropriate.
  3. Screens incoming telephone calls, where appropriate deals and queries and enquiries within established guidelines or refers calls to others as appropriate.
  4. Assists and coordinates the diary, schedules and travel arrangements for the Manager the DM in all day to day functions.
  5. Coordinates arrangements for a variety of internal and external meetings, and assembles appropriate material for the meetings/conferences.
  6. Creates and maintains appropriate recording and filling systems. Coordinates with HR and travel agencies for all business trips related works of the DM such as acquiring visas, documentations, tickets, hotels, etc.
  7. Serves as coordinator between watches division staffs (retail, wholesales, warehouse and management) and other departments/division for all paper works. Passport request, leave, certificate requests, and other requirements, etc.
  8. Prepares OT and IT of the entire Division (Retail staffs and warehouse Staffs). Screens all petty cash reimbursement forms from retail and wholesale department.
  9. Prepares CAF to be forwarded to the credit control and coordinates with the supplier for quotations to be forwarded subsequently with finance for any payments to be made.

Minimum Requirement:
  • High School or equivalent. Secretarial qualification would be advantageous.
  • Shorthand and/or speedwriting would be an advantage.
  • Minimum 3 years experience in administrative capacity in a medium or large size company with strong administrative skills.
  • Team building skills.
  • Must be fully competent in MS Office applications.
  • Must have a high degree of fluency in spoken and written English, a pleasant telephone manner and the ability to prioritize work.