Industry: Other
Location: Dubai
We are looking to hire Help-desk Coordinator cum Procurement staff Preferably with Facilities Management Experience in UAE and can join immediately.
Duties and Responsibilities:
– Highly skilled in greeting guests in a courteous and professional way
– Well versed in managing multiple line phone system and handling multiple incoming calls simultaneously
– Demonstrated ability to answer queries of visitors and direct them to the right person
– Committed to provide exceptional customer service to clients and coworkers
– Excellent knowledge of administrative and clerical procedures
– Adept at giving accurate and detailed information to visitors and callers
– Able to handle difficult clients tactfully
– Expert user of MS Word, Excel, Outlook and front desk software applications
– Special talent for scheduling appointment, managing calendars and maintaining conference rooms
– Proven record of performing clerical duties such as scanning photocopying and collating
-Thorough understanding of monitoring visitors’ access and issuing passes
-Extremely capable of keeping reception area clean and organized
-Expert in ordering, receiving and maintaining office supplies
-Provide information regarding products or services of the company
-Schedule, reschedule and cancel appointments
-Provide information to callers over the telephone
-Respond to emails and office correspondence
-Update employee attendance and visitors’ records
-Perform basic bookkeeping and record keeping duties
-Update shift diaries and report maintenance issues
-Perform data entry and filing activities
-Sort and distribute incoming mail
-Assist in resolving clients’ issues and complaints
-Order supplies and equipment when required
-Schedule staff appointments with clients or company representatives
-Liaise between departments and provide clerical support
-Assist in the planning and preparation of meetings, conferences and conference telephone calls
-Make preparations for Board of Directors meetings
-Maintain an adequate inventory of office supplies
-Provide word-processing and secretarial support
-Coordinate the repair and maintenance of office equipment
-Responsible for maintaining general office files including client , accounting and contract files, and responsible for employees visa processing, employees complaints
-Administers and process all petty cash transactions with the policies and procedures
-Receives, issue receipts and deposits all cheques collected from external and internal client and prepare vouchers related to various revenue and expenses
-Responsible for documentation, handles import and export transactions
-Prepare invoices and receipt vouchers for RTM works.
-Filling, scanning, faxing as well as typing specific documents
-Manage executive filing and data management systems ensuring timely and accurate document control
-Performs general secretarial and clerical functions for the purpose of supporting office operations
-Binding documents.
-Provide information to callers.
-Sending invoices to clients for payment
-update receivables
-Collection of payments from clients
-Receiving complaints from clients and give possible solutions
-Report technicians to be deployed in different areas
-Coordinate clients for schedule
-Update client’s preventive maintenance schedule
-Make quotations
-Makes LPO (Purchasing Order)
PROCUREMENT:
-Provide purchasing and procurement support through checking and verifying thoroughly all LPO’s issued by different departments prior to the system, for approval and look for alternative suppliers to formulate a pool of suppliers
-Check and compare quotations from the suppliers to support supervisors and procurement team. Compare prices, specifications, and delivery dates
-Double check the numbers related to procurement and double check the procurement forecast and the calculations of all raw materials as per the procurement plan
-Check the wording, spelling and language format on the contracts with all the required signatures
-Contact suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems in the absence of procurement team members.
-Handle the complaints between Company and various suppliers and analyze the complaints if necessary to prepare reports related to the complaints
-Prepare, maintain and review purchasing files, reports and price lists Initiate local or alternate sourcing activities
Skills and Qualifications:
College graduate; must have a background as Facilities Maintenance Coordinator and procurement; must have UAE experience
Education: Diploma/Certificate
To Apply Send Your Updated CV’s
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