Office Manager

Employment Type: Full Time Monthly Salary: 4,000 - 5,999 AED Benefits: Health insurance Minimum Work Experience: 2-5 Years Minimum Education Level: Bachelors Degree Listed By: Employer Company Size: 1-10 Employees Career Level: Mid-level Description: Easy access to office via metro, on SZR. Exciting opportunity to be part of the opening branch of an international distribution company. Please see roles and job details below: Roles Reception and Office duties together with management of the Dubai based merchandisers. Key Responsibilities and Accountabilities Reception Attend to all incoming calls Forward all sales leads to the relevant manager Sales Administration Attend to general enquiries Handling end user complaints Fielding general enquiries from Merchandisers Attend to email/website enquiries and quotation requests Checking Daily Call Report of merchie Excel Spreadsheet Trackers – These change seasonally: Order Trackers Sell through Trackers – chain stores Sales v Budget Trackers Order Form trackers Dormant Account tracker Key Account outstanding Tracker Printing sales reports Populating forms with month end figures for chain stores Maintain, update and distribute product planograms maintained on Excel Incoming Sales Orders Printing Orders off system Uploading invoices on to various portals Processing sales team orders and emailed orders Liaising with Hellman on delivery queries and missing stock Processing and posting of credits Creation of Pickslips Preparation of and invoicing of customer orders Office Management Maintain a standard filing system Supervision of petty cash Purchase Office consumables Perform all banking General Office Admin Weekly submission of claims Document preparation Print/Email Merchandisers’ Daily Call Reports Print/Email Merchandisers’ store stocking concises Printing Key account documentation 36 Mths sales report Top customers report Top products report Single product sales per customer Deliveries and Returns Printing Delivery and Despatch notes Processing returns received Tracking Orders Relevant correspondence on returns Phoning customers with regards to stock returned Debtors Distributions of monthly statement Persue timely payments Capture deposit into system and update debtors recon and addendum covering customer deductions Check correctness of rebate and process credit note Follow up unpaid invoices and claims requiring reversal or reduction. Trade creditors and stock Prepare preliminary order for stock replenishment for Manager approval. Once approved place orders with supplier. Liaise with Hellman’s for short receipts and advise supplier and others where appropriate Prepare GRN for stock received Check stock balances with Hellman’s on a monthly basis Initiate for approval payments to suppliers based on agreed terms. Capture payment on hotkey Update creditors recon Hotkey Computer System Administration Maintain the Hotkey Computer System Capture of all transactions from bank printout daily. Capture of petty cash payments monthly Capture of monthend printouts into general ledger via journal entries Backup routine daily Reconcile general ledger accounts as directed from NS Chain store assistance Liaise with buyers to set up meetings Preparation of Product Data Forms and listing documents Customer Pricebooks – double check deals and trade pricing Orders: print and prep, check pricing and delivery dates, add account numbers Arrange samples for new stock to be sent to customers for new listings Typing up trade term agreements Management of Dubai based merchandisers Work with and manage the merchandisers & possible future sales reps Coordinate their efforts Monitor and report back to management on the teams efforts at store level Management of merchandising team’s documentation including DCR’s, Call Schedules and all other relevant reports Ad hoc Creating photo pricelists, quotes and Order forms Pulling data from supplier portals Collation of contact reports on to trackers and setting reminders for follow ups Pulling and extracting data from hotkey to create a range of sales reports