Admin Coordinator

Note: This position is based in our Dubai office.

Main Purpose Of The Job

The Admin Coordinator provides the support to line manager, Admin, claims and other employees by handling variety of tasks in order to ensure that all interactions between the company and others are positive and productive.

REPORTING

Direct reporting line to Country Manager, and matrix reporting to HR and Admin Supervisor.

Duties And Responsibilities

• Facility management to be coordinated with Bldg. Maintenance for any issue.
• Assisting Management from day-to-day operation when needed.
• Admin and Claim support
• Monitoring of management travel form should be signed in all management travels and to attached in the expense claim form for reimbursement and for the credit card payments attachment.
• PO Box should be checked every end of the month.
• Handling management travels like booking of flight and hotel if needed
• Greet Visitors and Answering telephone calls.
• Organize and schedule appointments for management meetings using Audio/Video conferencing.
• Handling courier matters with designated account number for each company.
• Handle sensitive information in a confidential manner.
• Maintain computer and manual filing systems.
• Organize a filing system for important and confidential company documents.
• Supporting in Payments, Credit Notes and allocation follow up
• Invoice sheet updating
• Monitoring pantry supplies, office supplies, etc.
• Coordinate with Back Office Department for any artwork related.
• It is expected to take the initiative and be flexible in providing any business support for managers in Braxtone
  
  

Responsibilities & Tasks that need to be taken over during the vacation of other employees

• Update the invoice sheet.
• Issuing invoices through Odoo & share to Client.
• Payment & Credit Note follow up in daily basis.
• Petty Cash Handling.
• Weekly SOA’s updating for Credit Notes & Payments.
• Send a Weekly Receivables Report to Accounts Team.
• Maintain Collection details.
• Register claims.
• Coordinate and distribute registered claims with the team.
• Coordinate with management for investigation and technical cases.
• Send acknowledgment to the insurance company.
• Respond to emails and phone calls from colleagues, insurance companies customers, and garages.
• Send a weekly report to Sukoon Insurance Company.
• Preparing Tea
  
  

Required Education and Experience

• BS degree.
• Experience in the administration & Reception works.
  
  

Additional Eligibility Qualifications

• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Ability to gather data, compile information, and prepare reports.
• Ability to analyze and solve problems.
• Skill in organizing resources and establishing priorities.
• Demonstrated ability to maintain confidentiality.
• Word processing and/or data entry skills.
• Knowledge of office management principles and procedures.
• Skills in the use of database management, word processing, spreadsheets, and/or presentation software.