Administrative Assistant / Secretary

Job Description

Key Responsibilities: Order Management (Main Responsibility)

• Receive and record customer requests (WhatsApp / calls / email).
• Prepare **Order Sheets** and send them to the sales team for pricing.
• Send quotations to customers after price approval.
• Follow up on orders until completion.

Purchase Support

• Send **Purchase Orders (POs)** to suppliers.
• Follow up with suppliers regarding order confirmation and delivery schedules.
• Update order status (Ordered / In Transit / Received).

Coordination & Follow-Up

• Coordinate with the warehouse/storekeeper to confirm material arrival.
• Monitor order status on a daily basis.
• Inform the sales team once materials are available for customer follow-up.

Administrative & Secretarial Tasks

• Handle calls, emails, and general communication.
• استقبال الزبائن والموردين (Receive clients and suppliers).
• Organize meetings and schedules.
• Prepare basic correspondence (quotations, follow-ups, reminders).

Data Entry & Filing

• Enter data (orders, supplier details, simple invoices).
• Work on **Excel** or company system.
• Maintain proper filing and archiving of:
• Purchase Orders
• Invoices
• Delivery Notes

Reporting

• Prepare simple reports:
• Daily orders
• Pending orders
• Shortage items

Requirements

• Minimum **2 years of experience** in administrative or coordination roles.
• Good knowledge of **MS Excel**.
• Good command of **English (spoken and written)**.
• Strong organizational and follow-up skills.
• Ability to work under pressure and meet deadlines.
• Responsible and able to coordinate between multiple departments.

Preferred Qualifications

• Experience in **building materials, trading, or supply companies**.
• Basic understanding of purchasing and sales processes.
• Fast learner with attention to detail.
• Ability to handle workload efficiently.