Filipina secretary

Confidential

AED 2,000 - 3,999 per month

Al Quoz, Dubai, UAE

Full Time

2-5 Years

Female

Bachelors Degree

Posted 16 hours ago

Job Details

THE ROLE
We are looking for an organised, professional Secretary to keep the office running smoothly and support the Factory Manager every day. You will be the first point of contact for our clients. You will keep orders moving between sales and production and handle the paperwork behind every piece we deliver.

KEY RESPONSIBILITIES

Management support

• Manage the Factory Manager's calendar, meetings, emails and calls
• Take minutes and follow up on action points
• Arrange business travel and hotel bookings

Clients & front office

• Welcome trade clients and visitors to the factory
• Answer phone, WhatsApp and email enquiries professionally and pass them to the right person
• Keep the client database up to date

Orders & production follow-up

• Log new orders and track each one from CAD approval to the finished piece
• Send clients CAD renders for approval and keep them updated on progress
• Coordinate deadlines between the sales, CAD and production teams

Documents & quotations

• Prepare quotations, proforma invoices, delivery notes and letters using company templates
• Keep orders, contracts and certificates filed and easy to find, on paper and digitally

Shipping & certification

• Book collections and deliveries with our insured logistics partners and prepare the shipping documents
• Send stones and finished pieces for certification (e.g., IGI) and track the certificates

HR & office admin

• Track staff visa, Emirates ID and work permit renewals, working with the PRO
• Keep attendance and leave records
• Order office supplies and manage petty cash

REQUIREMENTS

• 2–4 years of experience as a secretary, executive assistant or office administrator in the UAE
• Experience in jewellery, gold, diamonds or luxury retail is a strong advantage
• Excellent written and spoken English
• Strong MS Office skills (Word, Excel, Outlook). Google Workspace is a plus
• Experience with an ERP or order-tracking system (Suntech is a plus)
• Very organised and able to handle many tasks and deadlines at once
• Professional, confident manner with high-end clients
• Discretion with confidential client, pricing and stock information
• Arabic is an advantage

HOW WE MEASURE SUCCESS

• Every client enquiry answered on the same working day
• Order status always up to date, with no deadline missed without warning
• Quotations and documents sent accurately and on time
• No expired visas, IDs or permits
• Any file found in under a minute

WHAT WE OFFER

• Competitive monthly salary based on experience
• UAE employment visa and medical insurance
• 30 days' paid annual leave and an annual air ticket
• End-of-service gratuity under UAE Labour Law
• A central role in a growing fine jewellery manufacturer, working directly with management

Languages

Any

Nationality

Any

Company Size

11-50