Administrative Assistant – Shipping & Logistics

About Us

As a leader in luxury retail in the Middle East, Al Tayer Group's retail division, Al Tayer Insignia, hosts a portfolio of some of the world’s best luxury brands in the fashion, jewellery, home and department store categories. Complementing its position in luxury retail, Al Tayer Insignia has also built new frontiers in lifestyle retail, representing leading brands in the Beauty, Home, Fashion and Hospitality sectors. Our brands include Bloomingdales, Harvey Nichols and Armani to name just a few!

Job Purpose

To support relevant department by providing professional administration related services, enabling the team to function effectively and efficiently.

Functional Roles and Responsibilities

• Coordinate with freight forwarders to track all relevant incoming shipments and follow up on supplier’s invoice, share the inbound information to warehouse team and keep record.
• Obtain the information of upcoming shipments and coordinate with BAAs to receive the purchase order and create an appointment in WMS or in ECM.
• Report supplier compliance related to discrepancies on the physical receipt against invoice and damage stock in the shipment and obtain credit note from supplier.
• Keep record of warehouse documentation for contracts, order, invoice, fulfilment and deliveries.
• Keep track of absence, leave for employees of the company/ division/ department/ location of your and follow-through with them to update their absence/ leave status on designated system/s including flight ticket booking coordinating with internal travel.
• Liaise with the internal stake holder & external suppliers for warehouse maintenance work, ensure the repairs/works are carried out in an efficient manner.
• Arrange to collect petty cash from head office, distribute to departments and keep the record of it.
• Collecting cash from Last Mile driver based on the COD order completed on the day verifying FarEye application and matching with report.
• Verifying cash physically as well as using cash counting machine and match with deposit slip and recording on the cash notebook.
• Raise LPO’s, for Capex/Opex and ensure timely follow up of the payments.
• Obtain product information of upcoming shipments from buyers or suppliers and register products in government regulatory systems (DM, MOH, MOIAT (ESMA) SFDA & SABER).

Education/Certification and Continued Education

• High school qualification.

Years of Experience

• 2 – 3 years of experience in a relevant field.