Admin/Dispatch Assistant

Job Title: Administrative Assistant

Location: Nad Al Sheba 3, Dubai Department: Administration / Operations Reports To: Operations Manager / General Manager

Job Summary:

Alannah’s Pastry is seeking a highly organized and reliable Administrative Assistant to support our production kitchen operations , handling both B2B and B2C deliveries . This role is central to ensuring smooth daily coordination between client orders, invoicing, and dispatch schedules. The ideal candidate will have excellent attention to detail, strong communication skills, and a disciplined work ethic to keep operations running seamlessly.

Key Responsibilities:

• Receive, review, and accurately record all LPOs (Local Purchase Orders) from clients.
• Verify order details, pricing, and quantities before processing.
• Create and issue sales invoices in coordination with the finance and production teams.
• Coordinate with the production kitchen to confirm product readiness and dispatch requirements.
• Prepare detailed dispatch schedules for the following day, ensuring all B2B and B2C orders are properly packed and documented.
• Maintain organized records of all LPOs, invoices, delivery notes, and dispatch logs.
• Communicate proactively with clients regarding order status, delivery timelines, and any discrepancies.
• Liaise with delivery drivers and logistics to ensure timely and accurate order dispatch .
• Support management with administrative tasks, reports, and process documentation.
• Uphold high standards of organization, accountability, and work ethics to meet daily operational targets.

Qualifications & Skills:

• Diploma or Bachelor’s degree in Business Administration, Accounting, or a related field.
• Minimum 2 years of experience in an administrative or coordination role, preferably within a production kitchen, bakery, or FMCG environment .
• Strong computer literacy — proficient in Microsoft Excel, Word, and invoicing systems .
• Excellent organizational and time-management skills, with the ability to handle multiple priorities.
• Strong written and verbal communication skills.
• Dependable, proactive, and able to work independently with minimal supervision.
• A strong sense of responsibility and work ethic is essential.

Job Type: Full-time

Pay: AED2,500.00 per month

Application Question(s):

• Can you communicate clearly in English, in a fast paced environment?
• Can you handle pressure and stress?
• Do you have kitchen and invoicing experience?

Work Location: In person