Administrative Assistant - Logistics and Collections
Middle East, India and Africa (MEIA)
United Arab Emirates, Dubai
Job Summary:
The Logistics and Collections Administrative Assistant facilitates the
efficient operation of the assigned department by performing a variety of
clerical and administrative tasks. Provides overall administrative support and
assists in implementing department activities and communications. Sets up and
maintains files and records. Within Collections, ensures good cash flow by
executing collection activities including written and verbal communication and
dispute classification on delinquent accounts. Assesses held orders based on
account status for credit approval consideration. Monitors aging percents on
past due accounts to minimize high-risk exposures. Analyzes credit information
for purpose of granting or denying credit. Within Logistics, this position is
responsible for planning, coordinating and executing export trafficking
functions and document distribution duties associated with customer export
shipments. This position is responsible for working in conjunction with other
logistics team members. Additionally, this position performs frequent high-
level clerical organizing, scheduling, coordinating, researching, compiling,
and exchanging information.
Primary Responsibilities:
Collections:
1. Proactively work with Fike's local partners and customers across the
region to help them adhere to the payment terms and credit limits set for
their account.
2. Works in close coordination with Fike's corporate Credit Department,
Customer Service and Regional Managers to achieve the above.
Logistics:
3. Ensures compliance with all import and export requirements, as per
applicable regulations.
4. Maintains up-to-date records with supporting documents of all incoming and
outgoing shipments; to Dubai Customs standards.
5. Always prepared to address occasional internal and external inventory and
Dubai Customs audits.
6. Closely manages company-assigned freight forwarders and logistics
partners.
7. Work with Fike's corporate logistics team to help guarantee smooth, timely
and cost effective freight movement
Administrative:
Provides administrative assistance as needed, including but not limited to:
8. Government / JAFZA related administrative, documentation and compliance
tasks.
9. Business Licenses and various business registrations renewals.
10. Negotiation and renewal of office lease, business insurance, office
cleaning and maintenance agreements.
11. Provides assistance for new / renewal of employees' UAE residency and
medical insurance.
12. Maintains updated templates for common HR letters.
13. Maintains regular office supplies.
14. Coordinates occasional food catering during training and company events
held at the office.
15. Manages office cleaning and maintenance companies.
16. Works with the team to maintain office housekeeping and reduce
unnecessary clutter.
17. Helps provide backup during absence of Customer Service and HR employees.
18. Spearheads and coordinates internal company events and gatherings such as
Christmas, Ramadan, and Diwali.
19. Coordinates logistics for company visitors, including hotel bookings,
transportation and gate passes.
20. Assists in miscellaneous tasks occasionally assigned by the Managing
Director.
Performs related duties as assigned. Regular and consistent attendance is
required. This job description has been designed to indicate the general
nature and level of work performed by employees within this classification. It
is not designed to contain or be interpreted as a comprehensive inventory of
all duties, responsibilities and qualifications required of employees assigned
to this job.
Essential Skills:
Capable of influencing others without direct authority. Enjoys building strong
and lasting business relations internally and externally. Excellent
communicator verbally and in writing. Comfortable working with executives at
all levels. Comfortable working with and analyzing numbers and spreadsheets.
Respectfully assertive. Organization. Time Management. Prioritization.
Customer Focused. Team Work. Project Management. Problem Solving.
Work Environment:
While performing the duties of this job, the environment is general office
work and the employee is regularly required to walk, talk, hear, see, sit and
use hands.
Job Qualifications:
REQUIRED:
High School Diploma or General Educational Development Diploma (GED). Three or
more years of administrative support or relevant work experience. Experience
with PC based word processing, spreadsheet, and database applications.
Proficient in MS Office and Google Suite. Strong communication, interpersonal
and customer service skills. High level of detail, organization and time
management skills. Must be comfortable calling and visiting customers across
the region to discuss and resolve overdue payments and disputes. Must be
comfortable traveling alone within the region as necessary to achieve intended
collection results. Must be comfortable working flexibly across different time
zones. Must be experienced in working with Dubai Customs, free zones, and
ports authority.
PREFERRED:
Associate’s degree or professional training. Related experience within a
global and/or manufacturing capacity.