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Administrative Assistant

Country : United Arab Emirates United Arab Emirates

Region : Dubaï

Town : DUBAI

Category : Administration

Contract type : Permanent

Availability : Full time

Job description

Job Summary The Administration Assistant is responsible for providing operational and administration support to the Jewellery department and will supervise the jewellery workshop activites. Administrative duties: . Perform administrative support to ensure daily operations are maintain in an effective up to date and accurate manner . Prepares and updates the Monthly Sales Report and Store wise Discount Reports . Prepares Custom Duty Letter for Import clearance from Customs . Prepares detailed product description in excel based on supplier's Pro-Forma Invoice. . Compile Jewellery adverts and files the Advertising invoices, Supplier correspondence, etc. . Filling of STOs, Manual Delivery Order, Selling Price Calculation + Supplier . Arrange for appointments and meetings, telephone screening and e-mail correspondences . Handles all other inquiries from Stores, customers and liase with the BM/WS Requirements Stock Handling . Physically checks the stocks... against shipment Invoice or STO . Tagging and distribution of stocks to stores as per BM's supervision . Prepares Stock Transfer Order in SAP from Head Office to Stores and log the STO reference to the driver's logbook. . Printing of price tags based on BM's format and physically tags each products. Cash Handling (Petty Cash) . Responsible for the Petty Cash flow of the Jewellery Dept. . Prepares monthly Petty Cash Statement through SAP for reimbursement. Workshop Supervision & Support . Staff Supervision . Responsible for supervising the staff in the workshop and ensuring that they manufacture, repair, do settings based on the quality standards. . Responsible for communicating to the workers the exact requirements as per the Job Order issued. . Responsible for issuing job cards to the goldsmith/s and stone setter/s, deciding estimates for jobs according to due date. . Ultimately responsible for the quality of work produced by the workers as per the standard product quality. . Performs administrative support for the Workshop . Logs the outgoing Job Order for the Stores as per the supervision of the Workshop Supervisor . Receives and acknowledge Job Order from the Stores through the driver's logbook and physically check the quantity indicated in the Job Order . Responsible for receiving stocks, storing them safely and issuing them as per manufacturing requirements ensuring that at no time there is loss, wastage or damage. . Receive stock of raw material comprising of gold bars, diamonds and other precious and semi-precious stones. . Responsible for issuing raw material daily to the workers and overseeing the gold melting process, ensuring that the material is handled safely with no loss or damage. . Needs to have good understanding of stone quality, check for flaw, grade as per cuts, sizes, weight and store the raw material safely. . Provide all customers with high level of customer service by adequately understanding their specific requirements and to offer advice accordingly. . Ensures that customers get the best service from the workshop in terms of product quality, after sales service and delivery lead time. . Liaise with the JM/BM with specific product requirements for production. . Ensure the set standards of quality and brand identity are applied by the suppliers and in-house Jewellery . Liaises with BM to develop product line-up. . Test the samples for compliance to design brief and quality of execution. . Quality controlling on products manufactured . Job Order process of customer orders from the stores and walk-in customers . Calculates quotation on the job requirement for BM's approval on RSP & GM . Prepares Sales Order and article/PO . Process the Job Order for repairs, re-sizing, re-designing, re-stringing or pearls etc of customer owned jewelry purchased from AFJ. Setting of loose diamonds purchased in . AFJ in gold mounts i.e. ring, earring or pendants


Skills Required