Administrator

About Us:

PARFUMERY is a fragrance experience brand specializing in custom perfume experiences. We offer bespoke scent creations, premium gifting solutions, and immersive olfactory experiences for both individual and corporate clients. As we expand, we are looking for a highly organized and proactive Administrative Officer to manage our daily operations, supplier coordination, financial documentation, and customer support.

Key Responsibilities:

Operations & Logistics:

• Coordinate with suppliers, design teams, and production to ensure smooth workflow.
• Book courier services for both local and international orders and track deliveries.
• Oversee diffuser rental tracking, monthly refills, invoicing, and payment follow-ups.

Customer & Administrative Support:

• Respond promptly and professionally to customer inquiries, ensuring concerns are resolved efficiently.
• Maintain accurate office records, including operational reports, order data, and expense tracking.
• Manage CEO’s calendar, schedule meetings, and assist with ad-hoc administrative tasks.

Finance & Inventory Management:

• Prepare invoices, estimates, and financial records in QuickBooks.
• Track office expenses, payments, and collaborate with the accounts team for quarterly reconciliations.
• Maintain Statements of Account (SOA) and follow up on customer and supplier payments.
• Oversee inventory levels, ensuring timely stock updates and coordination with the web team.

HR & Payroll Support:

• Assist in HR functions including payroll processing, preparing employee payslips, tracking attendance, and managing leave applications.

Qualifications & Skills Required:

Proficiency in QuickBooks, MS Office, and Excel.
Strong organizational and multitasking skills.
Experience in supplier coordination, logistics, and finance administration.
Ability to handle customer interactions professionally and efficiently.
Background in HR tasks, payroll management, and general office administration.

Important: Candidates not responding to questions or providing incomplete answers will automatically be rejected.

Preferred: Male Candidates

Job Type: Full-time

Pay: From AED3,000.00 per month

Application Question(s):

• Do you have experience using QuickBooks (or any other software) for invoicing, financial record-keeping, and account reconciliation
• Have you managed inventory tracking, stock levels, or coordinated with suppliers for orders and deliveries?
• If selected, how soon can you join?
• How many years of prior work experience in the UAE?
• What is your current visa status in the UAE?
• Are you comfortable working from the office in Dubai and occasionally staying late when needed?
• Scenario:

You are responsible for maintaining the stock sheet for perfume ingredients. The production team informs you that one key fragrance ingredient is running low, but when you check your records, the sheet says there should be plenty of stock left.

Question:

What steps would you take to resolve this discrepancy?
How would you prevent this from happening again?

• Scenario:

You send a payment reminder email to a corporate client who owes AED 15,000 for a large order. The client replies that they already paid last week and attaches a bank transfer receipt. However, your records do not show the payment.

Question:

What steps would you take to verify the payment?
If the payment is missing, how would you handle it with the client?

• How many years of experience do you have in:

administrative support,
customer service,
office management.

• Which languages do you speak and what is your proficiency level for speaking and writing in each?
• Scenario:

A customer places an order for 50 custom-designed perfume bottles for an event. The production team informs you that only 40 bottles are available, and restocking will take 7 days. The event is in 5 days, and the customer has already paid in full.

Question:

What steps would you take to handle this situation?
How would you communicate this issue to the customer and the manager?