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Administrative Assistant cum Logistics Coordinator

Posted: 07-10-2023

Job Title: Administrative Assistant
Role and Responsibilities:

General Administrative Tasks:

Answer and direct phone calls.

Organize and schedule appointments and meetings.
Maintain contact lists.
Produce and distribute correspondence memos, letters, faxes, and forms.
Assist in the preparation of regularly scheduled reports.
Data Entry and Record Keeping:

Maintain and update filing, inventory, mailing, and database systems.
Accurately input and retrieve information into/from electronic databases and spreadsheets.
Create and maintain documentation and reports.
Communication and Correspondence:
Greet and assist visitors.

Handle incoming and outgoing mail and email.
Draft and proofread emails, letters, and documents.
Respond to inquiries in a professional and timely manner.
Travel and Event Coordination:
Make travel arrangements for staff.

Coordinate and schedule events, meetings, and conferences.
Arrange for catering and accommodations as needed.
Office Management:

Order and maintain office supplies and equipment.
Organize and maintain a clean and efficient office environment.
Coordinate with building management for repairs and maintenance.
Financial and Budget Support:

Assist in the preparation of reports related to budgets and expenses.
Process invoices and ensure accurate record-keeping.
Specialized Administrative Tasks:

May include tasks related to Human Resources support, marketing assistance, or other specialized areas, depending on the organization's needs.

Logistics Coordination:

Shipping and Receiving: Oversee the shipping and receiving processes, ensuring accuracy and timeliness.
Inventory Management: Monitor and maintain accurate records of inventory levels, replenishing as needed.
Supplier Communication: Communicate with suppliers to ensure timely deliveries and resolve any issues.
Customs and Documentation: Ensure compliance with customs regulations and manage necessary documentation for international shipments.
Warehousing: Coordinate and oversee warehouse operations, including storage and distribution of goods.
Transportation Coordination: Arrange transportation for goods, coordinating with carriers and logistics partners.

High school diploma or equivalent (Bachelor s degree preferred).
Proven experience as an administrative assistant or in a related role.
Proficiency in office software and applications (e.g, Microsoft Office Suite, Google Workspace).
Strong organizational and multitasking skills.
Excellent written and verbal communication abilities.
Attention to detail and problem-solving skills.
Ability to work effectively in a team-oriented environment.
Optional Skills:

Knowledge of specific industry-specific software or tools.
Familiarity with basic accounting principles.
Language proficiency

Preferred for Filipina
Salary Range 2,000 QR - 2500 QR

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