Administration Cum Secretary
Menafactors Limited-FIMBANK GROUP
Total years of experience :16 years, 7 months
Job Responsibilities:
Secretary
• Performing general secretaries duties such as correspondence by fax, letters and emails, filling as well as scheduling appointments and meetings
• Manage efficient day to day secretarial and administrative support to the GM.
• Responsible for secretarial duties, management and administration of top management’s office. Secretarial and administrative tasks such as drafting letters and memos, minutes of meeting, reports, circular, maintaining a proper filing system, screening of calls, attending to correspondences.
• Assisting CEO in handling the day to day operational matter, especially on tracking of deadlines and follow up with respective teams on issues and project progress.
• Manage appointments, meeting schedules, travel, hotel and flights bookings and arrangements; whether official, family or private and confidential matters.
• Maintain strict confidentiality and interact professionally with all levels of management, staff and business associates.
• Convey, coordinate, supervise, pursue and follow up on the instructions by the CEO to related parties and/or all levels of staffs.
• To assist in all sales & marketing related activities
• Assist in the preparation of quotations and agreements, general correspondences and handling inquiries.
Administration & HR Responsibilty
• PRO related-Joining formalities and documentation as per DIFC Laws:
a.Issuing of offer letter
b. Preparation of employee file with all relevant documents with scanning
c. Apply for visa procedures with medical and emirates ID procedures
d. Apply for Medical and Group Insurance
• Preparation of Employee letters related to Personal Loan.
• Attendance and Leave records with maintenance of finger access machine.
• Ordering and maintenance of stationery including printer ink etc.
• Visa, ticketing, hotel booking of guest and employees from parent company
• Responsible for renewal of all DIFC, DFSA & ROC related licence.
• Overall office admin:
a. Co-Ordination with Strata Global for various charges
b. Co-ordination with Du serve for office MEP servicing
c. Up keeping of First Aid box and fire extinguishers
d. Payment of all monthly bills e.g. Telephone bill, Electricity Bill etc.
• Keeping track record of office driver
• Courier outgoing & incoming tracking
• Pantry upkeep
• Physical verification of all Fixed assets
• Maintenance of all services (EFT mgt, Du, Empower, Dewa, etc.)
• Cheques depositing into Bank
• Vendor payments- DIFC / DFSA related payments
• Implementation of Health and Safety policy for employees
Job Responsibilities:
Administrative
• Responsible for the day-to-day operations of the administration department.
• Responsible for data entries such as issue invoice, payment voucher, petty cash, monthly payment, staff claims, travel trip claims and accounting functions that include handling full sets of accounts.
• Responsible for office administration matters including staff welfare, office equipment, stationery, printings, office maintenance and reparation of office facilities etc.
• Handling payroll attendance, visa process, travel arrangements for new joinees & team business travels & all basic HR function as and when require.
• Assist in any ad-hoc assignments as and when required to provide management for decision making.
• To maintain and upkeep proper filling and proper documentation.
• Negotiate corporate rates with reputable selected travel agents and car rental companies.
Secretary
• Responsible for support on secretarial and office administration functions
• Performing general secretaries duties such as correspondence by fax, letters and emails, filling as well as scheduling appointments and meetings
• Manage efficient day to day secretarial and administrative support to the GM.
• Responsible for secretarial duties, management and administration of top management’s office. Secretarial and administrative tasks such as drafting letters and memos, minutes of meeting, reports, circular, maintaining a proper filing system, screening of calls, attending to correspondences.
• Assisting GM in handling the day to day operational matter, especially on tracking of deadlines and follow up with respective teams on issues and project progress.
• Manage appointments, meeting schedules, travel, hotel and flights bookings and arrangements; whether official, family or private and confidential matters.
• Maintain strict confidentiality and interact professionally with all levels of management, staff and business associates.
• Convey, coordinate, supervise, pursue and follow up on the instructions by the GM to related parties and/or all levels of staffs.
• To assist in all sales & marketing related activities
• Assist in the preparation of quotations and agreements, general correspondences and handling inquiries.
• HR - Overall co-ordination of manpower plans and recruitment using databases, newspaper, employee referrals, & recruitment agencies. Screening the resumes, testing the applicants, scheduling interviews and conducting initial interviews. Hiring the recruiters, preparing offer letters & contracts of employment and ensuring that the new starter documentation completes before joining. Preparing Personal Files of Employees. Daily/Weekly/ Monthly/ Quarterly M.I.S., Performance Appraisal, Compensation, Time office management, Training & Development…….ETC
• General Administration -Effective liaison with local statutory bodies like telephone, electricity authorities and other allied agencies. Preparing/Coordinating Board Meeting, Negotiating & appointing new vendors, Proper enforcement of Annual Maintenance Contracts for office equipments, Verification of the bills, forwarded to Head Office, within stipulated time frame, Encompassing assets management, travel/ conference/ seminar arrangements, Administration of Hygiene and sanitation including pest control at stores, organizing Hotel Bookings on all India basis, Coordination for Mobile bills processing & efficient management of Security Staff & petty cash management …..ETC