Admin/Dispatch Assistant

Job Title: Administrative Assistant

Location: Dubai Investment Park 1
Department: Administration / Operations
Reports To: Operations Manager / General Manager

Job Summary:

Alannah’s Pastry is seeking a highly organized and reliable Administrative Assistant to support our production kitchen operations, handling both B2B and B2C deliveries. This role is central to ensuring smooth daily coordination between client orders, invoicing, and dispatch schedules. The ideal candidate will have excellent attention to detail, strong communication skills, and a disciplined work ethic to keep operations running seamlessly.

Key Responsibilities:

• Receive, review, and accurately record all LPOs (Local Purchase Orders) from clients.
• Verify order details, pricing, and quantities before processing.
• Create and issue sales invoices in coordination with the finance and production teams.
• Coordinate with the production kitchen to confirm product readiness and dispatch requirements.
• Prepare detailed dispatch schedules for the following day, ensuring all B2B and B2C orders are properly packed and documented.
• Maintain organized records of all LPOs, invoices, delivery notes, and dispatch logs.
• Communicate proactively with clients regarding order status, delivery timelines, and any discrepancies.
• Liaise with delivery drivers and logistics to ensure timely and accurate order dispatch.
• Support management with administrative tasks, reports, and process documentation.
• Uphold high standards of organization, accountability, and work ethics to meet daily operational targets.

Qualifications & Skills:

• Diploma or Bachelor’s degree in Business Administration, Accounting, or a related field.
• Minimum 2 years of experience in an administrative or coordination role, preferably within a production kitchen, bakery, or FMCG environment.
• Strong computer literacy — proficient in Microsoft Excel, Word, and invoicing systems.
• Excellent organizational and time-management skills, with the ability to handle multiple priorities.
• Strong written and verbal communication skills.
• Dependable, proactive, and able to work independently with minimal supervision.
• A strong sense of responsibility and work ethic is essential.

Job Type: Full-time

Pay: AED2,000.00 - AED4,000.00 per month

Application Question(s):

• Can you communicate clearly in English, in a fast paced environment?
• Can you handle pressure and stress?

Location:

• Jebel Ali (Preferred)