Accounts & Admin Coordinator

Accounts Coordination

• Prepare and issue quotations, invoices, delivery notes, receipts, and credit notes.
• Follow up with customers on outstanding payments and maintain an updated receivables report.
• Coordinate with the Finance Department regarding collections, payment confirmations, and account reconciliations.
• Maintain petty cash records and supporting documentation, where applicable.
• Verify supplier invoices and coordinate with the Finance Department for payment processing.
• Maintain accurate records of daily sales, expenses, and financial transactions.

Administrative Coordination

• Handle day-to-day administrative activities of the Print Shop.
• Receive customer inquiries, process job requests, and coordinate with the Production Team.
• Maintain customer records, job files, and other administrative documentation.
• Coordinate with internal departments to ensure timely execution and delivery of customer orders.
• Manage office correspondence, filing, document control, and record management.

Customer Service

• Attend to walk-in customers, telephone calls, emails, and online inquiries professionally.
• Prepare quotations and coordinate order confirmations with customers.
• Provide customers with updates regarding job status, delivery schedules, and payment requirements.
• Resolve routine customer concerns and escalate issues when necessary.

Production & Job Coordination

• Coordinate with the Production Department to monitor the progress of printing jobs.
• Ensure all customer requirements, artwork approvals, and job specifications are properly communicated.
• Follow up on urgent jobs and ensure timely completion and delivery.
• Maintain proper records of completed, pending, and cancelled jobs.

Inventory & Office Support

• Monitor office stationery and consumables required for the Print Shop.
• Coordinate with the Procurement Department for replenishment of office supplies.
• Maintain proper records of office assets and equipment allocated to the Print Shop.

Reporting & Documentation

• Prepare daily, weekly, and monthly sales and operational reports.
• Maintain proper documentation for quotations, invoices, delivery notes, customer correspondence, and payment records.
• Assist Management in preparing operational and financial reports as required.

Compliance

• Ensure compliance with Company policies, financial procedures, and administrative guidelines.
• Maintain confidentiality of customer information, pricing, financial records, and Company data.

Desired Candidate Profile

• Bachelor's Degree or Diploma in Accounting, Finance, Business Administration, Commerce, or a related field.
• 3-5 years of experience in Accounts, Administration, or Customer Service, preferably in a printing, advertising, or service industry.
• Good knowledge of accounting principles and administrative procedures.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and ERP/accounting software.
• Excellent communication, customer service, and organizational skills.
• Ability to handle multiple tasks and work under pressure.
• Strong attention to detail and accuracy in documentation.
• Fluency in English is essential; Arabic will be an added advantage.