Office Secretary – Gulf Marketing Research

Job description / Role

Gulf Marketing Research is one of the oldest research companies in the Gulf Region and provides vital market inputs to associated group and external companies across a range of marketing and business issues.

We are looking to recruit an experienced secretary to work for the Gulf Market Research Call Centre. Although you will be based on reception, only 5% of your day will be made up of reception related duties such as answering calls and greeting visitors to the office. The rest of your day will consist of the following duties:

* Managing the filing system for the office
* Manage the reception and attend incoming calls
* Generation of LPOs, invoice creation and follow-up with clients
* Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies - includes but not limited to PCs, PBX sets, headsets, work stations, etc. to be updated on a dynamic basis
* Maintains department schedule by maintaining calendars for department personnel; arranging meetings, conferences and travel schedules
* Uploading of monthly reports on the Gulf Marketing Research intranet and liaise as an administrator with EIT for resolution of issues
* Invoice creation and follow up with clients
* Submission of supplier/vendor invoices to the finance dept.
* Maintenance of Attendance register (online) and leave schedule
* Liaising with the building maintenance team regarding any breakdown/downtime related to power issues within Gulf Marketing Research
* Submission (to HR) of service contract forms for new joiners and manager's clearance certificates for exiting employees
* Liaise with intra departments (CC, Research and Data management for internal audits on Quarterly basis
* Liaise with vendors for furniture procurement/repair and maintenance related work.
* Update team regarding any scheduled maintenance activity to be carried out by AFT/EIT/Building maintenance teams that could have a possible impact on the daily operations within Gulf Marketing Research.

Requirements

Minimum Qualifications and Knowledge:
* Diploma/University degree
* Certification course in in Secretarial and Office administration
* An understanding of relevant legislation, policies and procedures

Minimum Experience:
2-3 years of experience as an office secretary

Job-Specific Skills:
* Proficiency in essential computer applications (MS Office), especially MS Excel, MS Word, MS Projects and MS Visio, including the ability to operate computerized accounting, spreadsheet and word processing programs.
* Excellent communication skills in English
* Ability to remain calm under pressure

Behavioural Competencies:

* Sound work ethics and integrity values
* Possess cultural awareness and sensitivity
* Well groomed, presentable and possessing appropriate office etiquettes

About the Company

Established in the 1930's, the Al-Futtaim Group initially operated as a trading enterprise. Rapid development throughout the 1940's and 50's saw it establish itself regionally as an integrated commercial, industrial and services organisation, positioning itself one of the leading business houses in the lower Gulf region. Today, it operates collectively over 40 companies bearing the Al-Futtaim name, dominates many market segments in the UAE, and has expanded its sphere of operation to include Bahrain, Kuwait, Qatar, Oman and Egypt.

The Group comprises a diverse range of strategically positioned operating subsidiaries and associate companies, structured to give the Al-Futtaim Group the flexibility and versatility to keep ahead of local competition while keeping pace with the ever-evolving global business scenario. The Groups continued investment in world-class systems technology is clear evidence of its commitment to maintain leading edge performance and service delivery.

The success of the Al-Futtaim Group can be attributed to a business approach that combines the ability to change with the traditional values of integrity, service and social responsibility that define its core business philosophy. This, linked with the Groups belief in decentralisation, gives the heads of the operating companies a high degree of functional autonomy and authority, providing the Group with essential flexibility, and individual employees a clearly defined work culture and sense of responsibility.