Assistant to the Managing Director / Sales and Operations Coordinator
EastNets FZ LLC
Total years of experience :22 years, 1 Months
General Duties as an Assistant to the MD;
• Organizing and maintaining the MD’s diary, schedule/calendar and appointments.
• Screening telephone calls, enquiries and requests, and handling them when appropriate and welcoming the MD’s guests.
• Liaising with clients, suppliers, advisors, shareholders, intercompany directors and other staff
• Word processing, dealing with correspondence, writing emails/letters and corporate documentations/SOP’s/policies, taking dictation, typing minutes and meeting reports.
• Organizing and attending meetings, and arranging business trips (including flights and accommodations), ensuring the MD is well-prepared for meetings/business trips, preparing meeting agendas.
• Dealing with the MD’s incoming emails, faxes and post delegating work to managers as relevant to each staff members.
• Devising and maintaining office systems, including data management, filing, etc.
• Overseeing office management ensuring the MD’s high standards are maintained.
• Dealing with MD’s personal matters including holidays, flights, banking, family, housing and other private matters.
• Processing MD’s business expenses and other administrative items.
Main Duties as a Sales Coordinator;
• Preparing and submitting a comprehensive sales report every end of month to the Managing Director and to the Marketing Manager
• Preparing sales materials tailor-made for client meetings.
• Preparing Sales proposal (RFP) as per the customer’s requirement and submitting it as per deadline set by the customers.
• Preparing PO’s / LPO’s and Invoices.
• Acting as a daily link for interaction with customer service, operations and sales.
• Handling over post sales activities to customer service, operations and finance through timely and correct update of contract rates, terms and conditions in line with the pre-defined SOPs for free time and credit.
• Actively participating in sales campaigns and promotions
• Supporting our external sales staff in identifying, creating and closing business opportunities.
• Updating new genuine opportunity on the CRM, for our sales to further follow-up
• Proactively following up quotations, customers and sales related activities
• Assisting with processing price quotes and rate negotiations
• Handles existing customer requests in absence of External Sales Executive
• Taking ad-hoc task or project when required
• Assisting customers with everything relating to SWIFT (Society for Worldwide Interbank Financial Telecommunication) - SWIFT E-ordering, Joining SWIFT, SWIFT invoices, contracts and cases.
• Follow-up all support cases, addressing customers’ requirement and requests for ENSB (EastNets Service Bureau).
• Pro-actively addresses customers inquiries, handle issues and complaints in professional manner and finding resolutions.
• Provide first level support for all problems and issues relating to SWIFT and ENSB.
• Maintains and updates contact database for EastNets customers.
• Coordinates with technical team for projects and implementation relating to SWIFT, ENSB and EastNets products (Kiosk, IDM, etc.).
• Assist in organizing and filling customer correspondence.
• Assist in communicating with other EastNets offices regarding products and installations.
• Follow-up with Engineers on support issues and resolutions.
• Follow-up with internal procurement, arrange for deliveries to EastNets clients.
• CORRESPONDENCE: Respond to individual needing written communication. Compose letters when requested. Be sure all correspondence is mailed in a timely manner.
• MAINTENANCE OF OFFICE EQUIPMENT: Operate, clean regularly, and recommend to the supervisor maintenance needs for all office equipment.
• PREPERATION OF BULLETIN: Keep an up-to-date calendar of events, gather information, type bulletin information in designated format, spell-check, proofread, get approval, copy and fold weekly bulletins.
• SECRETARIAL SUPPORT TO STAFF: Help with correspondence, telephoning, and any other tasks that might be done to free them as mush as possible to do more important duties.
• MAINTENANCE OF OFFICE FILES: Keep all files in orderly manner and prepare filling system directions for other users.
• MAINTAIN PETTY CASH.
• OPEN, DATE, AND SORT INCOMING MAILS.
• RECEIVES VISITORS TO OFFICE AND RESPONDS TO THEIR NEEDS.
• PLACE, RECEIVE, AND ROUTE CALLS THROUGH THE MAIN SWITCH BOARD.
• INVENTORY CONTROL FOR OFFICE SUPPLIES: Provides an uninterrupted support of total office operations. Orders supplies as needed.
• TRAVEL COORDINATION: Do travel booking and hotel accommodation for the Engineers and Executives.
• Maximizing sales and profit using all possible resources within the frame of the company policies and gaining the total understanding and commitment of all the employees.
• Ensuring customers’ and staffs’ satisfaction.
• Developing the employees under my supervision with the coordination of the HRD Department.
• Maintaining the highest possible level of product quality.
• Achieving 100% in all restaurant auditing programs.
• Maximizing the benefits out of the suggestive selling techniques.
• Maintain customer mania spirit within the teamwork.
• Handling all customer complaints on time.
• Ensuring safety and security regulations as per the company standard.
• Reducing operation costs as per the plan.
• Fulfilling the restaurant supplies and ensuring all product and raw materials availability by coordination with the concerned departments.
• Staff training and development using company tools and resources.
• Ensuring that staff communication meetings are taking place periodically.
• Analyzing P&L on monthly basis and take the corrective action when needed.
• Setting the labor schedule as per the business needs.
• Reviewing cash flow comparing to sales report and monitoring all cash machines.
• Ensuring the deposit of the daily sales to the bank as per the company policy.
• Making monthly inventory as per the company system.
• Ensure that health and industrial rules are fully implemented to avoid any legal penalties.
Giving team brief for the shift and allocation of the staff.
Assuring accuracy and efficiency of the service for customer’s satisfaction.
Do other related work such as cashiering, bar tending and hosting as the need arises.
Giving training and development courses to new staff.
Three times awarded as Most Dependable Staff and Miss Early Bird for the Year 2003.
Assisting the customers when they need support and take responsibilities in attending to their queries.
Coordinating with the Pre-Sellers for their route and visit schedules.
Data Encoding.
Trade checking.
Bachelor of Science and Business Administration.