Senior Administrative Secretary and Commercial Clerk
Berkeley Services UAE LLC
Total years of experience :20 years, 7 Months
Senior Administrative Secretary and Commercial Clerk (April 20, 2011 to present)
MEP Department, Berkeley Service, UAE LLC, (A Klueh Group International, Germany)
• Point of contact for client queries and organizing company response and accounting and follow up
• Preparing monthly timesheets of the department(laborers) for payroll department
• Preparing work schedule and assignments and giving confirmation of time to client
• Prepare draft of invoices for monthly sales income for the whole division and assurance of figure verification in the ERP system of our invoicing officer prior to finalizing and closing the month P&L.
• Managing the petty cash issue and replenishment.
• Produce monthly summary report of the financials of the Division.
• Monitoring staff accountability for tools and equipment, and safety PPE, company uniforms distribution, and record keeping
• Initiate and execute the vendor and subcontractor qualifying requirements and deliverables in accordance with company procedure
• Facilitating and monitoring receivables/collectibles and preparing and issuing statement of account to client
• Handling and monitoring of a department payables
• Handling and assisting in staff reimbursement for insurance and expenses claims
• Entering data for purchases, expenses, and sales in Quick Books system
• Allocating of monthly sales and cost
• Facilitating, recording and reporting of Managerial meetings
• Perform filing, data management and document control
• Receiving claims from customer in any kind of insurance claim
• Monitoring client policies expiration and sending notice of renewal
• Perform the day to day process of insurance transactions to ensure that all the customer policies are maintained in an effective up to date accurate manner.
• Response emails and business correspondence
• Preparing policies for new and renewal of all kind of insurances
• Perform filing, data management, drafting and editing short office memos
• Assist with general office administrative duties
• Making a monthly staff timesheets
• Issuing and budgeting expenses on a daily basis
• Handling receivables and collectives as well as the payables with bank fund monitoring.
• Making a monthly financial over view report
• Finding a competitive suppliers
• Making an offer to the client
• Perform the day to day processing of accounts payable transactions to ensure that finances are maintained in an effective up to date accurate manner
• Receive and verify invoices and requisitions for goods and services, prepares schedules of payment, cheques and apply discounts, support, fees, penalties
• Data entry on Quick Books system payables, release checks for payments, maintain listings of account payables, record all cheques, maintain up to date suppliers file
• Provide administrative support in order to ensure, effective and efficient office operation
• Maintain a filing system for all financial documents, ensure the confidentiality and security of all finances, prepare yearly purchase records for business review, prepare monthly purchase report, percentage tax withheld and monthly unpaid bills
• Controlling company supplies, maintenance equipments assets, monthly auditing of employees accountability consumables materials, supervise and utilize building maintenance and cleanliness.
• Finding consecutive vendors/subcontractors with a competitive cost as well as has an approval from the Directors.
• Handling a monthly inventory of ware house stock from system to physical counts on a monthly basis
• Handling and issuing of petty cash on a daily basis
• Finding client for house and lot
• Assist prospect client and invite for tripping to show the site where is the client interested
• Giving initial or sample computation start from the Gross price to monthly equity either bank loan or any mode of payment
• Travelling to many places which are the area company has assigned me to make an order
• Finding customer in the market where my product can sell
• Dealing with strategy to convince prospective customer to buy a product
• Forward to office to place the delivery order
• Perform collection after the order has been delivered