Business Administrator

Job description / Role

This position provides key support, coordination and management across the business areas in order to facilitate and optimise the efficiency and effectiveness of business sales, operations and growth. The Business Administrator reports directly to the HR & Admin Manager but with key contacts across the business, both collaborative teamwork and independent initiative are essential.

Inquiry Log
- Manage the Sales Inbox throughout each day as per Inquiry Log Procedure.
- Acknowledge receipt to customer of all inquiries received.
- Log all inquiries on Inquiry Log and allocate to Internal Sales Team (to be evenly distributed).
- Carry out daily status updates to Inquiry Log as per Inquiry Log Procedure.
- Review Pending/Ongoing Inquiries twice weekly. Any inquiries exceeding 4 days running day count to be discussed with the relevant sales person as to its status. Update the log accordingly.
- A week into the current month update the Inquiry History file with the previous months figures, as per Inquiry Log Procedure.
- On a monthly basis update Quotation Graphs with relevant quotation/order details and run summary reports for Senior Management Team and display in the Staffroom.

Office Administration
- CRM data integrity: to facilitate and police accurate and timely data input to the companys CRM database (currently Goldmine) by all members of the sales and marketing team.
- Management of IT Outsource Partner
- Recording and communicating the weekly meetings as required
- Provide admin support for customer visits to include coordinating meeting/visit dates and times; reserving any accommodation needed; etc.
- Arrange staff travel/accommodation and resolve problems/conflicts which may arise.
- Ensure required paperwork is in place for travel relating to KSA/MENA oil rig work and any meetings or work which require H&S certificates, passport stamps, etc. Liaise with PRO and HR as needed.

Service Division Administration
- Raise job files for all site visits and sales under service division as specified by the Service Job Procedure. Record and maintain service job files in a logical chronological order.
- Ensure all required documentation, and where necessary certification is held within the job file, and any required signatures are present on completion.
- Raise and record the required routine reports on the on-going status of RMAs.
- Raise Material Requisition forms to Logistics team for equipment or parts demanded by the work order.
- Prepare monthly service job reports showing profit figures for all service division purchase orders received and site visits performed during the month, along with the list of open / outstanding jobs.

Requirements

- Minimum of 3-5 years experience in a similar role (preferably within the UAE)
- Excellent general administration skills and common sense business awareness
- Proficient with all standard MS Office software
- Superior English language skills
- Ability to accurately record meeting discussions
- Ability to prioritise and manage workload
- Able to effectively manage several priorities and deadlines simultaneously
- Ability to work well under pressure and during busy periods
- Results orientated with a strong sense of urgency about resolving issues and getting work done
- Ability to make decisions confidently within remit which benefit the business
- Minimum secondary school leaving certificate
- Specialist secretarial/administrative certification preferred but not essential
- Valid UAE Driving License

About the Company

Mackenzie Jones Middle East has decades of recruitment expertise in various industry sectors. Along with a deep understanding of key market sectors and regions, we never forget to treat clients, companies and candidates as individuals who have unique needs.

So we always listen, constantly learn, occasionally challenge and frequently advise. Its all part of a service renowned for its courtesy, consideration and dedication. Based in Dubai since 2006, our office covers the GCC and Levant countries and with the right regional expertise, we are the leading specialists.

Were growing rapidly because people appreciate our honesty, commitment and results.