About the Role: Responsibilities, Skills, and Requirements
Ever found yourself as the go-to person when things get busy—the one your team counts on to keep everything running smoothly? If you enjoy making others’ lives easier and your phone etiquette is praised as legendary, this Customer Service & Secretary opportunity with a growing foodstuff and building materials company in Ajman might just catch your interest. We're seeking someone who thrives on organization, loves a bit of variety in their workday, and is ready to be the beating heart of a busy team.
About the Company
Think of us as a tight-knit team with big ambitions, operating at the intersection of foodstuff distribution and building materials—two sectors that keep the UAE moving (and building!). Our work is fast-paced but friendly; you’re as likely to find someone sharing homemade snacks in the breakroom as you are discussing logistics around a whiteboard. We value professionalism, but that doesn’t mean we skip birthday celebrations or a good midday laugh. At our Ajman office, every new face genuinely becomes part of something—and we support each other in more ways than one.
What You’ll Be Doing
- Welcoming visitors, answering calls, and ensuring every guest and client feels attended to (not just greeted).
- Coordinating appointment schedules for the management team and ensuring meetings run like clockwork.
- Handling customer inquiries—by phone, email, or in person—with a sincere, problem-solving approach.
- Supporting order processing, invoice preparation, and document filing (your knack for details will shine).
- Preparing reports in Microsoft Office; organizing data is practically your superpower.
- Liaising with suppliers and customers—even resolving the occasional hiccup with tact and patience.
- Occasionally assisting with basic HR and admin tasks, because teamwork is more than a job title here.
What You’ll Bring
Must-Haves:
- At least 2 years of UAE work experience, ideally in foodstuff or building materials (these industries have their own rhythm, and you get it!)
- Friendly, fluent communication skills in English—Arabic is a plus.
- Proficiency with Microsoft Office (Word, Excel, and Outlook are your daily toolkit).
- Strong organizational skills—you know how to prioritize, multitask, and stay calm under pressure.
- A professional, welcoming demeanor—clients and colleagues alike feel at ease with you.
Nice-to-Haves:
- Experience with basic accounting or invoicing systems.
- Familiarity with both local and international customer service standards.
- Positive attitude and a real knack for solving little problems before they become big ones.
Not sure you tick every box? We’d still love to hear from you.
Why You’ll Love Working Here
- Supportive, welcoming team where your contributions are noticed (and appreciated).
- Regular opportunities for professional development and industry learning—grow with us!
- Friendly, collaborative office culture with team lunches and occasional celebrations.
- Five-day work week, with reasonable hours and a commitment to work-life balance.
- Onsite parking and convenient Ajman location—no long commutes needed.
- Chance to grow your role as we expand—many of our best people started exactly where you are.
If you’re looking for a place where your skills will be valued and your presence will genuinely make a difference, we hope you’ll consider joining us. Every day here brings something a little new—and that’s just the way we like it.
Common Interview Questions and Tips
To help you prepare and feel confident, here are some questions you might encounter during the interview process for this role.
- Can you describe your experience managing appointment calendars for multiple managers or team members, and how you ensure meetings and schedules stay on track in a fast-paced environment?
- Walk me through how you would handle an urgent customer inquiry when you’re already busy assisting visitors and preparing documents. How do you prioritize tasks in moments like these?
- How comfortable are you with preparing reports and organizing large amounts of data using Microsoft Excel? Can you give an example of a report you’ve created and how it was used?
- Tell me about a time you resolved a challenging issue—perhaps a complaint or an order mix-up—with a customer or supplier. What approach did you take, and what was the outcome?
- What steps do you follow when processing customer orders and preparing invoices to ensure accuracy and efficiency?
- In your previous roles in the foodstuff or building materials industries, what unique challenges did you encounter, and how did you adapt to the “rhythm” of these sectors?
- When the phone is ringing, a visitor walks in, and you have a deadline coming up, how do you remain calm and ensure everyone feels attended to?
- Give an example of a moment when you went above and beyond for a colleague or client. What motivated you, and what did you learn from that experience?
- Working as the first point of contact, how do you make sure each guest, whether supplier or customer, leaves with a positive impression?
- Our team values proactive problem-solving—can you share a time when you noticed a small issue before it became a bigger problem, and describe how you handled it?
- What role do you believe humor or friendliness plays in a workplace, especially in high-pressure environments?
- How do you keep your organizational systems up to date and ensure important documents are easy to retrieve for the team?
- Tell us about a time you learned a new skill or tool to better support your team. What was your process for getting up to speed?
- How would you contribute to and thrive within a