HR and Administrative Assistant
Aeroports De Paris International
Total years of experience :11 years, 2 months
Coordinates with the Head Departments of their request for a new employee.
Search, check and screens the C.V. prior to interview and prepares the test of all candidates.
Assist in the Preparation of the Letter of Intent/ Employment Contract.
Orients the New Employee to the company with regards to policy, procedures and other important matters.
Assist in the Visa Process of the New Staff from the collection of the requirements until the Residence Visa and Employment Contract/Labor Card has been received.
Prepares/assist the New Employment in all her needs upon starting the work.
Monitors/Manages the daily leave of all Staff for update in the Daily Leave Matrix, monitors the Site Office Daily Attendance Report as well.
Updates the Individual Record of all Staff with regards to, Sick Leave, Annual Leave, Mission or other sorts of leave.
Updates the Air Ticket Matrix of staff’s request for either encashment or issuance.
Monitors the software(Notilus) of staff who will be on a mission, then, dispatch the Travel Insurance and assists the staff in other requirements.
Updates the Employee’s C.V. in file and for future use.
Assist the Accounts Department and Finance Department in monthly payroll, prepares the Salary Impact, Overtime of the Staff(thoroughly checked), then, dispatching of payslip and filing.
Process the Refund Request of the Staff and other Cash payment.
Prepares the Undertaking of the Material Requisition and dispatch
Updates the Labor Contract Matrix, Employees Joining Matrix, Safety Matrix & Residence Location Map
Issues the necessary letters such as; Salary Certificate, Salary Transfer Letter, No Objection Letter(Driving, Consulate, Etisalat, DEWA, Real Estate Agents) and other letters upon the request of the Staff.
Assist the HR General Manager in his daily duties and other requests, and manages 111 Employees
Prepares and sent the Monthly Report such as; COMEX(report directly head office in Paris), EXPAT Monthly Leave Reporting and
ADPIME Monthly Leave Reporting
Monitors the Salik and Traffic Fines of Staff who are driving company cars.
Updates the 201 Files(Staff Individual Files) in hard and softcopy.
Maintains a checklist to follow-up on pending matters that needs urgent attention to avoid any delay in future.
Act as welcome guest officer and attends to phone calls, fax and other office duties and responsibilities, ensures that all office guest are welcomed in a hospitable manner, important calls are properly record and forwarded to whom it is address.
Assists the Company Director in the day-to-day performance of duties and ensures that everything runs in an efficient and organized manner in all office work related and effectively communicates with staff members as well as clients.
Maintains proper files, both for important paper documents as well as for the electronic ones, correctly label each file to easily locate when searching and keep a record of appointments and see to it that each one is conducted on time.
Handle situations without any assistance in proper manner, and knows how to approach job pressures and act in an efficient and effective manner.
Responsible for all office correspondence, presentations and reports that are importantly required and meticulously proof read them all before sending or presenting to the Management Team, prepares the agenda and notes the minutes of the meeting.
Responsible for updating the Company Director in all his daily or weekly meetings and updates if there are any changes or things that are to be done prior to the meeting. Ensures that the Director is being reminded what are the urgent and important things that are to be address first to avoid any mishap.
Knows how to maintain confidential information such as, documents, contract, clients and employee records and other classified matters that are not to be disclosed as well as company procedures or protocol.
Ensures that office supplies are maintained and prepares a checklist to monitor all items to avoid in double purchase and reports to accounts for checking of the supplies ordered and to whom it is distributed. Closely coordinates with the Accounts Department for all payments, budgets and other company expenses.
Sends contracts based on the received booking orders from clients, making it sure that the list of outlets are updated for the Instore Media and DHCC(Dubai Health Care City).
Follow-up for the signed contract from clients upon the requisition of the sales department
File all relevant contracts, delivery notes and important documents.
Updates the sales team and accounts department with regards to the status of the contract, either received or pending. Upon receiving the original contract, it must be circulated to all concerned persons.
Follow up with the Sales Department on any relevant visuals distribution and update the production department accordingly
Updates the Sales Department continuously on campaigns status (All Media)
Updates the Sales Team on the list of outlets for all the mediums if there has been any changes, removed or added.
Before sending all the monthly reports, making it sure that no issue is left pending.
Coordinates with the clients and answers them in their complaints and questions.
Send emails to the Sales Team, informing them of the new pictures of the new campaigns, restructuring of certain outlets that has affected some visuals and CC the Sales Team as I reply to the client directly on various issues.
Coordinates daily with the production for the new update on important issues.
Upon the installation of the campaign, Installation Report (update the client of what is installed and pending) should be submitted. Then, right after all the visuals are all up, the following are to be done:
A.Comparison Report (medium in the contract versus the mediums installed)
B.Artworks History
C.Pictures of all covered outlets
Works closely with the General Manager and Sales Director on different tasks and duties that are to be done immediately. Reports to her for the contracts update, campaigns latest status and on various requests.
Obtains information from supplier and clients etc. as requested by the sales department.
Responsible for double-checking booking sheets and coordinating the distribution of information to all concerned employees.
Supports the producing team and the assistant to the Directors in the delivering on the administrative and practical aspects of particular projects and the general business of the teams.
Calls production meetings and other internal and external meetings as requested.
Schedule and track progress of production.
Provide administrative support to the Production Manager and the whole production team as needed