Secretary/Administration Officer | Ace Concept General Trading LLC Dubai, UAE

REPORTING TO: The General Manger / Depty. General Manager

RESPONSIBLE FOR: Providing a range of administration and support services to the

various functions of the company

HOURS OF DUTY: 08.00 hrs to 18.30 hrs with 2 hrs break

APPLICATIONS Individuals who meet the qualifications, skills and experience as

INVITED FROM: stipulated in this notice

JOB PURPOSE: To support the GM to provide a comprehensive range of administrative and support services to the GM and other functions of the organisation

DUTIES AND RESPONSIBILITIES

COMMUNICATION AND CORRESPONDENCE

1. Scheduling appointments and maintaining both manual and desk/electronic diary

systems

2. Receiving and screening all correspondence

3. Dealing with out-going mail as required

4. Receiving, screening and routing telephone calls and electronic communications as

appropriate

MEETINGS AND EVENTS

1. Preparing for meetings and business events.

2. Assisting special events, including marketing

and promotional activities

3. Acting as a minute secretary as required

OFFICE ADMINISTRATION

1. Maintaining both a manual and computerised filing system

2. Producing documents and packs from word processing stage through to completion.

3. Providing a reception facility for callers to the organisation

4. Providing a reprographic service

5. Placing stationery and marketing/publicity materials orders and managing their allocation throughout the organisation

FINANCE-RELATED ADMINISTRATION

1. Preparing invoices, payments, recording receipts and lodgements and entering all transactions.

2. Resolving queries with customers and suppliers as required

3. Assisting the GM with the preparation of data for the management accounts

4. Carrying out regular monthly bank reconciliations

5. Preparing a monthly credit management report and highlighting areas for attention

GENERAL

1. Providing a hospitality service for visitors to the organisation.

2. Participating in staff development training if required

3. Carrying out other duties as and when requested by the GM or nominee.

Additional Information

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