Administrative Assistant

Confidential

AED 6,000 - 7,999 per month

Sheikh Zayed Road, Dubai, UAE

Full Time

2-5 Years

Any

High-School / Secondary

Posted 4 days ago

Job Details

Role Description:
The Administrative Executive is a full time, on site role based in Dubai, United Arab Emirates. The Administrative Executive will also help streamline administrative processes, monitor office supplies, and contribute to a professional and efficient work environment.

Key Responsibilities:
As the Admin Executive, you will be the backbone of our daily commercial and inventory operations. Your core responsibilities will include, but are not limited to:

1. Zoho Operations: Manage daily workflows, sales orders, monitor advance deliveries, data entry, and all record keeping efficiently using the Zoho platform.
2. Inventory Management: Oversee stock levels, arrange goods in warehouse, monitor warehouse movements, and ensure systematic organization of medical products and laboratory consumables.
3. Near-Expiry Management: Exercise rigorous tracking and monitoring of stock expiry dates, proactively flagging near-expiry goods to minimize waste and financial loss.
4. Invoicing & Delivery Notes: Prepare accurate tax invoices, sales orders, and delivery notes seamlessly matching dispatch records.
5. Regulatory Compliance (FTA): Ensure all administrative and financial documentation fully complies with UAE Federal Tax Authority (FTA) regulations, maintaining strict adherence to statutory deadlines.
6. Data Management & MS Excel: Utilize advanced MS Excel skills (VLOOKUPs, pivot tables, data sorting) for routine reporting, stock auditing, and data tracking.
7. Numerical & Detail Accuracy: Apply strong numerical aptitude to cross-verify figures, pricing, quantities, and financial entries with zero margin for error.
8. Time Management & Reliability: Demonstrate high standards of punctuality and a determined work ethic to complete all tasks on or ahead of schedule, support by delivering items to customers if in case its urgent or when the delivery driver is not available.
9. Attention to Detail: Pay extraordinary attention to minute details in paperwork, product batch numbers, SKUs, and compliance reports.
10. Efficiency & Accuracy: Deliver all operational outputs with maximum speed, absolute accuracy, and top-tier professional standards.
11. Portals: Submit customer invoices in portals and monitor status communicate with end users and customers till we receive payment.
12. Government Approvals & Shipments: Obtain necessary approvals from MOH and other gov. entities via designated portals for shipments and coordinate with courier companies and clearance agents in timely and efficient manner.

Requirements & Qualifications:

1. High School Diploma or equivalent.
2.Bachelor’s Degree in Business Administration, Commerce (B.Com), Supply Chain Management, Logistics will be a plus.
3. Minimum 4-5 years of experience in an Administrative, Inventory, or Operations role (experience in medical, pharma, trading or supply chain industries is a strong plus).
4. Hands on experience working with Zoho ERP/CRM systems.
5. Proficiency in MS Excel.
6. Exceptional numerical skills with a focused attention to detail.
7. Strong understanding of local compliance frameworks (including UAE FTA regulations).
8. Highly organized, punctual, proactive, and resilient under tight deadlines.

Languages

Any

Nationality

Any

Company Size

11-50

Benefits