Office Administrator

About Rai<br><br>Rai is a premium home wellness and massage service dedicated to delivering an exceptional, seamless, and personalized experience to every client.<br><br>We are looking for a highly organized, proactive, and detail-oriented *Office Administrator* to support our daily operations and client experience.<br><br>The successful candidate will work closely with our Office Manager, learning all aspects of Rai's operations to ensure smooth business continuity and provide reliable administrative and operational backup.<br><br>Key Responsibilities<br><br>*1. Client Communication & Booking Management*<br><br>* Manage client inquiries, reservations, confirmations, rescheduling, and follow-ups through WhatsApp Business.<br>* Maintain professional, warm, and polished communication aligned with Rai's luxury service standards.<br>* Ensure booking information, client preferences, special requests, and appointment details are accurately recorded.<br>* Handle multiple conversations simultaneously while maintaining accuracy and responsiveness.<br>* Assist with client concerns and escalate sensitive matters when necessary.<br><br>*2. Therapist Scheduling & Daily Operations*<br><br>* Prepare and update daily therapist schedules and appointment allocations.<br>* Coordinate bookings based on therapist availability, service capabilities, client preferences, and locations.<br>* Communicate daily schedules, booking changes, and operational instructions to therapists.<br>* Monitor appointment progress and coordinate last-minute changes or cancellations.<br>* Support efficient scheduling to maximize daily booking capacity.<br><br>*3. Driver & Transportation Coordination*<br><br>* Coordinate driver schedules, therapist pickups, drop-offs, and client locations.<br>* Ensure efficient daily routing and timely arrivals for appointments.<br>* Communicate schedule adjustments promptly to drivers and therapists.<br>* Assist in resolving transportation or scheduling challenges during busy periods.<br><br>*4. Administrative Reporting & Documentation*<br><br>* Prepare, update, and maintain accurate daily, weekly, and monthly operational reports.<br>* Maintain customer databases, booking records, invoices, and therapist performance reports.<br>* Track appointment activity, cancellations, and other operational information.<br>* Ensure all records are organized, complete, and readily available to management.<br>* Prepare additional reports and administrative documentation as requested.<br><br>*5. Accounting & Odoo System Support*<br><br>* Upload and maintain invoices and supporting documents in Odoo.<br>* Ensure accurate and timely recording of transactions and invoice details.<br>* Coordinate with management and accounting personnel regarding missing documents or discrepancies.<br>* Maintain organized financial and administrative records.<br><br>*6. Inventory, Laundry & Supplier Coordination*<br><br>* Monitor inventory levels for massage products, towels, linens, and operational supplies.<br>* Track stock usage and identify restocking requirements.<br>* Coordinate orders and deliveries with approved suppliers.<br>* Manage laundry collections, deliveries, stock rotation, and follow-ups.<br>* Ensure all essential supplies are available to support daily appointments.<br><br>*7. Office & Operational Support*<br><br>* Support the Office Manager in overseeing day-to-day administrative and operational activities.<br>* Learn all existing office procedures, systems, reporting requirements, and workflows.<br>* Maintain accurate handovers and ensure continuity when the Office Manager is unavailable.<br>* Coordinate with therapists, drivers, suppliers, and management as required.<br>* Identify potential operational issues early and assist in finding practical solutions.<br>* Perform additional administrative and operational duties based on business needs.<br><br>Required Skills & Qualifications<br><br>* Previous experience in office administration, operations coordination, reservations, or customer service.<br>* Excellent written and spoken English.<br>* Strong organizational skills with exceptional attention to detail.<br>* *Proven ability to multitask and work efficiently under pressure.*<br>* Ability to handle multiple bookings, WhatsApp conversations, schedules, and urgent requests simultaneously.<br>* Strong problem-solving skills and ability to prioritize competing responsibilities.<br>* Proficiency in Microsoft Excel and general office applications.<br>* Experience with Odoo or similar accounting/ERP systems is an advantage.<br>* Ability to learn new systems and procedures quickly.<br>* Professional, dependable, and customer-focused.<br>* Ability to work independently with minimal supervision once trained.<br>* Previous experience in hospitality, spa, wellness, or service-based operations is an advantage.<br><br>What We Are Looking For<br><br>We are particularly interested in someone who is:<br><br>* *A quick learner:* Able to understand and learn fast.<br>* *An excellent multitasker:* Comfortable coordinating several activities at once without losing attention to detail.<br>* *Calm under pressure:* Able to respond effectively to busy schedules, unexpected changes, and urgent requests.<br>* *Proactive and resourceful:* Takes initiative, anticipates requirements, and solves problems.<br>* *Reliable and accountable:* Takes ownership of assigned responsibilities and follows through.<br>* *Flexible and adaptable:* Comfortable working in a dynamic environment where priorities can change quickly.<br><br>Pay: Up to AED2,800.00 per month<br><br>Work Location: In person