Operations Coordinator - Arabic Speaking Required
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Key skills for this role
About the Role
Dr Scent SA is hiring an Operations Coordinator for its Refilling Department to provide technical support, coordinate daily operations, and manage contracts, LPOs, and quotations. Requires Arabic speaking and strong organizational skills.
Key Skills for This Role
Responsibilities
- Prepare quotations as requested by HOD and Refilling Associate Team
- Track LPO expiry dates and coordinate with clients for renewals
- Assist Technical Support Manager with daily operational and technical tasks
- Respond to daily emails including complaints, inquiries, and general communication
- Coordinate and review daily notes in the refilling work map
- Reassign refilling schedules for team members on leave
- Support technicians during installations and maintenance by providing accurate location and contact details
- Prepare all RFQ documentation required by clients
- Receive monthly commission reports from Accounts and distribute to team
- Assist in preparing weekly ACTIVE/CANCEL reports, monthly/yearly plans, evaluations
Requirements
- Arabic speaking required
- Experience in operations coordination or similar role
- Strong organizational and communication skills
- Proficiency in Microsoft Office and ERP systems
Full Job Posting
Job Purpose
- Provide technical support to the Refilling Associate Team, HOD, and clients by handling technical issues, coordinating daily operations, and managing contracts, LPOs, and quotations to ensure efficient workflow and customer satisfaction.
Key Responsibilities Quotation & LPO
- Prepare quotations as requested by the HOD and the Refilling Associate Team.
- Track LPO expiry dates and coordinate with clients for renewals.
- Communicate with clients regarding renewals, POs, and quotations as required for annual rent contract renewals.
- Monthly basis quote.
- New RFQ/preparing/gathered all documents needed as per client requirement.
Key Responsibilities Daily Task
- Assist the Technical Support Manager (HOD) with daily operational and technical tasks.
- Respond to daily emails, including complaints, inquiries, and general communication.
- Supporting the team with the incoming daily encounter tasks from the client.
- Coordinate and review daily notes (with no notes/no refill) in the refilling work map.
- Reassign refilling schedules for team members on leave by adjusting dates and coordinating with temporary covering personnel.
- Support technicians during installations and maintenance by providing accurate location and contact details.
- Prepare all RFQ documentation required by clients, including completing forms and gathering all necessary supporting documents.
- PO log (running, no LPO) for ENBD /EIB as requested by client.
- Ensured and provided LPO details to the team if needed.
Key Responsibilities Weekly & Monthly Report
- Receive monthly commission reports from the Accounts Department, distribute them to the team, and verify the accuracy of details and computations.
- Assist in preparing weekly ACTIVE/CANCEL reports, monthly/yearly plans, evaluations, and other documents required by the HOD.
- Review all cancelled clients: confirm cancellation reasons, verify receipt of cancellation communication, contact clients for clarification, offer alternative products, coordinate machine collection, and update reasons in the ERP.
- Requesting monthly Access, yearly gate pass, and all the documents required by the client.
- Attendance sheet (all refilled team members need to be checked for the deduction).
Other Tasks
- Prepare leave clearance documents for the refilling team.
- Handle PED design requests: coordinate with clients for vector logos, liaise with Marketing, and coordinate with Purchasing for printing.
- Provide cross functional support to Accounts, including online portal submissions for DN/LPO processing, and verify/edit DN entries with PO numbers.
- Prepare and provide supplier evaluation forms as requested by clients.
- Tracking location or update/everyday 3x a day.
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