Assistant & Back Office Support to General Manager

Petchem

Dubai, UAE

Posted on: 21 Aug 2024

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JOB DESCRIPTION / ROLE

Employment: Full Time

General Manager Assistant & Back Office Support

- Assisting the General Manager in all operations and administrative activities
- Developing and implementing business strategies to improve operational efficiency and profitability
- Helping in staff recruitment, training, performance evaluation, and retention efforts
- Monitoring daily operations and addressing potential issues when they arise
- Building strong relationships with customers and act as a point of contact for complaints or queries
- Ensuring a high level of customer service and satisfaction through excellent service delivery
- Contributing to budgeting and forecasting processes
- Implementing and enforcing company policies and regulations
- Assisting in the preparation of regular reports for upper management
- Ensuring compliance with health and safety regulations
- Undertaking administrative tasks, ensuring the rest of the staff has adequate support to work efficiently
- Assisting and coordinating with sales team and marketing team.
- Supporting administrative staff.
- Supporting the GM with day to day activities
- Conducting marketing research.
- Assisting front office staff in maintaining the office premises, scheduling events, and organizing meetings and appointments.
- Preparing customer balances and reconciling accordingly.
- Preparing invoices and other accounting documents.
- Supporting sales staff in handling and documenting customer accounts.
- Documentation and reporting to the CEO.
- Correcting the discrepancies in the customer account balances.
- Assist with development of sales strategies, aimed to produce maximum market penetration.
- Identify objectives, strategies and action plans to improve sales and earnings.
- Analyze sales records and trends relatively to objectives, targets and competitive activities.
- Inform customers on price fluctuations, terms, conditions, shipment and other issues as per their inquiries.
- Secure written and telephone quotations from vendors, perform value and cost analysis, source and purchase electronic components on international markets.
- Preparing purchasing list and purchasing orders for the suppliers based on Sales team needs.
- Active monitoring and tracing the goods flow into the warehouses.
- Monitoring the orders statuses and cycle.
- Administering the internal purchasing and logistic system.
- Maintain inventory records at the warehouse, including records of residues and surpluses.
- Ensuring if everything is working in a perfect manner.
- Using technology to keep the company updated behind the curtains.
- Update of the ERP system
- Organizing meetings and conf calls
- Keeping and maintaining company documents

Requirements:
- Proven work experience as an Manager Assistant or similar executive role
- Strong organizational and leadership skills
- Excellent communication and interpersonal skills
- Ability to handle multiple tasks and prioritize effectively
- Knowledge of business financial principles
- Ability to manage and lead a team
- BSc degree in Business Administration or relevant field

Salary:
AED 5,000 to 7,000 per month inclusive of fixed allowances.
Additional benefits: Health insurance, travel accommodations, paid phone, paid time off

ABOUT THE COMPANY

PETCHEM DMCC is UAE based chemical distribution company which since its creation, has been active in distribution of chemical, petrochemical raw materials, additives, and speciality chemicals all over the world. We continue to expand our workforce and network to provide our customers with a wide verity of chemical products and services.

Our company manages complex supply chains for both chemical manufacturers and consumers by simplifying market access to various chemical and petrochemical products. At our company, we place partnerships with customers and principals at the heart of our activities. As a high quality, service-oriented company, our entrepreneurial and dynamic approach to doing business is reflected in our can-do attitude to challenges.

PETCHEM DMCC supports customers to improve productivity and reduce operating costs while meeting complex economic, environmental challenges.

Our success is based on the ethics and ingenuity of our team; we create an environment that promotes growth for our employees, partners and community.

What PETCHEM DMCC does for the clients:

  • Provide sourcing or sales solutions that meet your needs
  • Develop and grow a market that will meet and exceed your expectations
  • Offer extensive product knowledge and industry experience
  • Provide unique sourcing options tailored for your business needs
  • Find “hard to source” products based on factors such as plant shutdowns or shipping disruptions due to current world events
  • Pinpoint sourcing problems and provide alternative and creative solutions

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