Office Administrator

About the Company

Responsibilities

• ● Manage client inquiries, reservations, confirmations, rescheduling, and follow-ups through WhatsApp Business.
• ● Maintain professional, warm, and polished communication aligned with Rai's luxury service standards.
• ● Ensure booking information, client preferences, special requests, and appointment details are accurately recorded.
• ● Handle multiple conversations simultaneously while maintaining accuracy and responsiveness.
• ● Assist with client concerns and escalate sensitive matters when necessary.
• ● Therapist Scheduling & Daily Operations
• ● Prepare and update daily therapist schedules and appointment allocations.
• ● Coordinate bookings based on therapist availability, service capabilities, client preferences, and locations.
• ● Communicate daily schedules, booking changes, and operational instructions to therapists.
• ● Monitor appointment progress and coordinate last-minute changes or cancellations.
• ● Support efficient scheduling to maximize daily booking capacity.
• ● Driver & Transportation Coordination
• ● Coordinate driver schedules, therapist pickups, drop-offs, and client locations.
• ● Ensure efficient daily routing and timely arrivals for appointments.
• ● Communicate schedule adjustments promptly to drivers and therapists.
• ● Assist in resolving transportation or scheduling challenges during busy periods.
• ● Administrative Reporting & Documentation
• ● Prepare, update, and maintain accurate daily, weekly, and monthly operational reports.
• ● Maintain customer databases, booking records, invoices, and therapist performance reports.
• ● Track appointment activity, cancellations, and other operational information.
• ● Ensure all records are organized, complete, and readily available to management.
• ● Prepare additional reports and administrative documentation as requested.
• ● Accounting & Odoo System Support
• ● Upload and maintain invoices and supporting documents in Odoo.
• ● Ensure accurate and timely recording of transactions and invoice details.
• ● Coordinate with management and accounting personnel regarding missing documents or discrepancies.
• ● Maintain organized financial and administrative records.
• ● Inventory, Laundry & Supplier Coordination
• ● Monitor inventory levels for massage products, towels, linens, and operational supplies.
• ● Track stock usage and identify restocking requirements.
• ● Coordinate orders and deliveries with approved suppliers.
• ● Manage laundry collections, deliveries, stock rotation, and follow-ups.
• ● Ensure all essential supplies are available to support daily appointments.
• ● Office & Operational Support
• ● Support the Office Manager in overseeing day-to-day administrative and operational activities.
• ● Learn all existing office procedures, systems, reporting requirements, and workflows.
• ● Maintain accurate handovers and ensure continuity when the Office Manager is unavailable.
• ● Coordinate with therapists, drivers, suppliers, and management as required.
• ● Identify potential operational issues early and assist in finding practical solutions.

Requirements

• ● A quick learner: Able to understand and learn fast.
• ● An excellent multitasker: Comfortable coordinating several activities at once without losing attention to detail.
• ● Calm under pressure: Able to respond effectively to busy schedules, unexpected changes, and urgent requests.
• ● Proactive and resourceful: Takes initiative, anticipates requirements, and solves problems.
• ● Reliable and accountable: Takes ownership of assigned responsibilities and follows through.
• ● Flexible and adaptable: Comfortable working in a dynamic environment where priorities can change quickly.
• ● Pay: Up to AED2,800.00 per month