ADMINISTRATIVE ASSISTANT

2-5 years
315 Applied
Job Description

Job Description :
Current Position: ADMINISTRATIVE ASSISTANT
Reporting to: BUSINESS DEVELOPMENT MANAGER (BDM)

Location : Dubai
Experience : 2 + Years

Purpose of the Role :


· To provide administrative support and ensure the efficient day-to-day operation of the Business Development Office
· To support managers, supervisors, employees, and airline staff through a variety of tasks related to organization and communication

Essential Duties and Responsibilities :

Make appointments within prescribed schedule for BDM
Coordinate with Branch Head, Managers and Supervisors to schedule Branch Monthly Meeting
Attend meetings as required by BDM, record and transcribe Minutes-of-the-Meeting
Assisting BDM on communication, proposal, discussion, agreement with Airline Representatives regarding PLB's, Incentives, Corporate Deals and Flown Figures Performance
Assisting BDM on proposals for new GSA's
Communicate with Managers, Supervisors, Employees and Airline Representatives to answer questions, disseminate or explain information
Extract Branch-wise & Airline-wise Sales Reports from E-Travel System and request Profit & Loss Report from the Accounts Department in order to prepare Branch Monthly Performance Reports and send to all Branch Heads
Extract all related reports from E-Travel System as needed by BDM.
Request Branch Monthly Reports from all Branch & GSA Heads to compile and send to the BDM
Update Sabre GDS message to inform all to promote our General Sales Agency (GSA) airlines and preferred carriers and to utilize all the deals we have
To request and monitor all Sabre, Amadeus and Galileo GDS for the staff and coordinate with the authorized GDS personnel
Request for new laptops as advised by BDM with EmQuest and put on record all received laptops
Prepare necessary Laptop Letter for all staff receiving, transferring and returning laptops
Disseminate all relevant promotions from the airline to all Branch Heads, Managers and Supervisor to send and inform all concerned staff
Filling of necessary documents to organize and maintain files and records for future reference
Maintain logs and records on Logbook all related documents in and out deliveries for the office
Update filing, mailing and database systems, either manually or using a computer
Open and sort incoming mail, answer correspondence and prepare outgoing mail
Answer telephone calls, take messages and answer questions in accordance with the general instructions
Research, draft and abstract information for new projects, reports and other related materials as needed
Coordinate with Airline Representative for Rebate Ticket Request as advised by BDM
Check availability (flights and/or hotels) as requested and required
Perform other related duties incidental to the work

Skills/Qualifications :
Proven admin or assistant experience
Organised approach, excellent time management skills and ability to multi-task and prioritise work
Attention to detail, problem solving skills and ability to use your own initiative
Know how to establish positive working relationship with others both internally and externally
Knowledge of office management systems and procedures
Good level of English spelling and grammar
Excellent written and verbal communication skills to communicate effectively in a thorough and timely manner using appropriate and effective communication tools and techniques
Anticipate, understand, and respond to the needs of internal and external clients
Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness
Computer literacy and proficiency in the use of with MS Office, Email, Internet, Phone, Photocopier, Scanner and Fax

Competencies :

Organization Skills
Analytical Skills
Strong work ethic
Productivity
Professionalism
Technical skills
Interpersonal skills
Communication skills
Initiativ
Computer literacy
Honesty and discretion
Time management
Ability to cope with pressure

Al Rais Cargo Agencies LLC

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