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Helpdesk Coordinator Cum Procurement Executive, United Arab Emirates

Job Title: Help-desk Coordinator Cum Procurement Executive
Job Location: Dubai, United Arab Emirates 
Company: We are looking to hire Help-desk Coordinator cum Procurement staff Preferably with Facilities Management Experience in UAE and can join immediately.
Date Posted:26 - May - 2018 
Requirements:
  • College graduate; must have a background as Facilities Maintenance Coordinator and procurement; must have UAE experience
  • Education: Diploma/Certificate
Duties and Responsibilities:
  • Highly skilled in greeting guests in a courteous and professional way
  • Well versed in managing multiple line phone system and handling multiple incoming calls simultaneously
  • Demonstrated ability to answer queries of visitors and direct them to the right person
  • Committed to provide exceptional customer service to clients and coworkers
  • Excellent knowledge of administrative and clerical procedures
  • Adept at giving accurate and detailed information to visitors and callers
  • Able to handle difficult clients tactfully
  • Expert user of MS Word, Excel, Outlook and front desk software applications
  • Special talent for scheduling appointment, managing calendars and maintaining conference rooms
  • Proven record of performing clerical duties such as scanning photocopying and collating
  • Thorough understanding of monitoring visitors’ access and issuing passes
  • Extremely capable of keeping reception area clean and organized
  • Expert in ordering, receiving and maintaining office supplies
  • Provide information regarding products or services of the company
  • Schedule, reschedule and cancel appointments
  • Provide information to callers over the telephone
  • Respond to emails and office correspondence
  • Update employee attendance and visitors’ records
  • Perform basic bookkeeping and record keeping duties
  • Update shift diaries and report maintenance issues
  • Perform data entry and filing activities
  • Sort and distribute incoming mail
  • Assist in resolving clients’ issues and complaints
  • Order supplies and equipment when required
  • Schedule staff appointments with clients or company representatives
  • Liaise between departments and provide clerical support
  • Assist in the planning and preparation of meetings, conferences and conference telephone calls
  • Make preparations for Board of Directors meetings
  • Maintain an adequate inventory of office supplies
  • Provide word-processing and secretarial support
  • Coordinate the repair and maintenance of office equipment
  • Responsible for maintaining general office files including client , accounting and contract files, and responsible for employees visa processing, employees complaints
  • Administers and process all petty cash transactions with the policies and procedures
  • Receives, issue receipts and deposits all cheques collected from external and internal client and prepare vouchers related to various revenue and expenses
  • Responsible for documentation, handles import and export transactions
  • Prepare invoices and receipt vouchers for RTM works.
  • Filling, scanning, faxing as well as typing specific documents
  • Manage executive filing and data management systems ensuring timely and accurate document control
  • Performs general secretarial and clerical functions for the purpose of supporting office operations
  • Binding documents.
  • Provide information to callers.
  • Sending invoices to clients for payment
  • update receivables
  • Collection of payments from clients
  • Receiving complaints from clients and give possible solutions
  • Report technicians to be deployed in different areas
  • Coordinate clients for schedule
  • Update client’s preventive maintenance schedule
  • Make quotations
  • Makes LPO (Purchasing Order)
PROCUREMENT:
  • Provide purchasing and procurement support through checking and verifying thoroughly all LPO’s issued by different departments prior to the system, for approval and look for alternative suppliers to formulate a pool of suppliers
  • Check and compare quotations from the suppliers to support supervisors and procurement team. Compare prices, specifications, and delivery dates
  • Double check the numbers related to procurement and double check the procurement forecast and the calculations of all raw materials as per the procurement plan
  • Check the wording, spelling and language format on the contracts with all the required signatures
  • Contact suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems in the absence of procurement team members.
  • Handle the complaints between Company and various suppliers and analyze the complaints if necessary to prepare reports related to the complaints
  • Prepare, maintain and review purchasing files, reports and price lists Initiate local or alternate sourcing activities
To Apply Send Your Updated CV’s to Email: hradmin@gulfho.com

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