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Office Administration and Sales Coordinator for a Mystery Shopping Company

2008-08-04

We are a UAE based mystery shopping company with the intention of spreading our wings across the Middle East. We help our clients greatly improve their customer services and reduce pilferage. Our greatest priority is scheduling various people with the required survey and to follow up with these people to make sure that the survey has been completed and that the detailed report has been completed. This is not an easy task, but rather one that requires excellent organization and communication skills and a very serious eye for detail both in conducting the surveys and when editing the reports and communicating with those who performed the survey. The pressure is also above average to do all this for over 100 times a month and to make sure the client receives the report within 24-48 hours of the survey being conducted. We are looking for a very reliable individual who is willing and ready to quickly climb the corporate ladder and solve problems as they will arise.

If you would like to be part of the growth and success of this company and are confident of assisting the rest of the team to take the business to the next level, then we invite you to email your CV and a letter explaining the skills you possess (other than education) and why you believe you would be able to contribute to this company. Only candidates with the personality that meets the company’s requirements should apply.

REQUIRED SKILLS

>> Must have at least 2 years in a supportive administrative role

>> Excellent command of the English language/ Must speak English as the first language

>> Must be thorough, organized, articulate and punctual

>> Must have outgoing personality and be open minded.

>> Comfortable working in a daily fast-paced environment while multitasking with attention to detail and accuracy

>> Very Strong verbal and written communication skills, and the aptitude to communicate with the rest of the team

>> Good listener and be able to quickly relay information

>> Basic proficiency in Microsoft Office (in particular Word, Excel, and Outlook) is required

>> Comfortable performing basic mathematical calculations for accounting purposes and invoicing. Having basic analytical skills will be beneficial

>> Ability to work independently and be resourceful. The ability to work as a team as well

>> Willing to work overtime on time-sensitive projects and be highly organized

>> Professional appearance and have a positive/flexible attitude

>> Must be capable of handling high pressure situations

>> Ability to work with little or no supervision

>> Any experience on training employees and basic accounting would be an asset


RESPONSIBILITIES:

>> Co-ordinate daily schedules for about 30-100 people (Key success factor)

>> Follow up with these same people for report submission (24 hour limit) and questions on submitted reports

>> Edit these reports as per company standards and submit the final version to client (also a key success factor)

>> Answer general questions and concerns from incoming calls from clients related to payments, invoicing, questions on reports

>> Prepare monthly invoicing and follow up with finance department of respective client for payment

>> Listen to company voice mails and take action

>> Proper communication with salespeople to make sure that proposals, agreements, and any other documents are done according to deadline and couriered to the client

>> Sign for courier deliveries, track receipts and follow up with courier company

>> Professionally answer the phone and re-direct all incoming calls according to company’s standard

>> Provide administrative support to the staff as needed, i.e. sorting, collating, customer correspondence, etc.

>> Assist sales department with data input and special projects as needed.

>> Create letters for office staff as needed

>> Transfer voice mail messages to the appropriate person

>> Act as back-up for maintenance of office equipment, IT issues, phone issues and service requests as needed

>> Ensure that the office is kept well organized and tidy

>> File documents

>> May be required to travel about 10-15%, but only if company reaches the next target level

>> Other, small, extended job responsibilities not described above

Please email to spiros@arcaneconsultants.com


 

 







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