Executive Coordinator (Sales / Leasing / Marketing Departments)
Alargan International Real Estate Company
Total years of experience :23 years, 2 Months
Responsible for ensuring effective administration and control of all lease records and contract files company-wide and leasing related transactions in connection with commercial properties; analyse and interpret contracts; review assignments, leases, and lease agreements. Create and administer lease offers, follow up with potential and existing tenants, set up and maintain well records, lease records, contracts and division of interests. Keep good databases of contacts potential tenants. Keep a clear record for location lease related offers, inquiries and approvals, contracts. Support interpretation of lease documents - assist in answering tenant questions. Manage lease records in real estate system. Responsible for tenant/landlord correspondence. Responsible for commencement letters with prospective tenants. Perform other related duties as may be required.
Process applications for new lease, lease renewal, applications for consent for lease transactions, and such other tasks as required for the efficient performance of lease administration and the general operation of the Leasing department. Maintain complete and accurate records for lease processing tasks, ensuring that all necessary information is recorded and stored in its proper place, and that both electronic data and hard copy documents are processed and filed in an accurate and timely manner. Adhere to the policies and procedures for lease administration.
Plan, promote, and execute sales meetings. Provide direct administrative and office management support to both the Vice President - Sales and sales team. Prepare travel schedules and bookings, Assist with the development and preparation of presentations. Take minutes during conference calls and meetings. Develops and maintains monthly sales reports and other reports as required. Assist with communication to customers and internal communication. Prepare draft reports. Assist the sales team, focusing mostly on managing schedules and the distribution of any sales documentation. Prepare and then follows up on any sales quotations made for clients, negotiating terms with the client at a cost best suited for them. Efficiently respond to any online or telephone queries in a calm and friendly manner. Work closely with the Sales team to assess the progress of the department and develop Sales strategy accordingly. Assisting team members with day to day marketing tasks and coordinating marketing projects and activities as requested.
Executive Secretary : : Currently working for the Pharma Division, working in conjunction with the General Manager in conjunction with the Executive Pharmaceutical Manager and the Agri-Vet Supervisor alongwith 16 medical reps, Sales reps. working for various units within the division. Correspondences, Handling of Enquiries, forwarding to principal companies for quotation requests. Preparation of offers, tenders to ministries and private companies. Preparing the orders to the principal companies based on the contract/purchase orders received from the government sectors and for stock orders based on the analysis reports. Follow up with the principals regarding delivery schedule and dead lines. Co-ordinating with the clearing agent for the delivery of goods on receiving the required documents from the principal companies. Working on CRM (Client Relationship Management / Customer Relationship Management). Preparing the Invoices based on the delivery schedule and handing to stores for delivery along with the required documents after distributing the invoice copies to accounts, file etc. Typing of telex transfers -L/C’s and Amendments-Follow up with banks for release of documents etc -Debit note preparations and forwarding to principals - Answering the telephone calls and taking messages for the dept. Keeping record of the whereabouts and daily visits of all the personnel in the division. Scheduling of appointments for the Manager and Agri-Vet Supervisor. Typing and forwarding the monthly refund statements and bonus goods statements to principal companies. Preparation of monthly reports, sales reports, forwarding monthly sales & expiry reports to the principal companies. Coordinate and supervise work flow in projects, update and chase delegated tasks to ensure progress to deadlines, take initiative in manager’s absence, keep projects on schedule, maintain procedures manual to ensure consistent performance of routines, check deadlines on incoming requests and put preliminary work in play, Assure discreet handling of all business. Registration-Assist in all related work including documentation, QCL requirements, correspondence etc for registration of every product both in the Pharma and Agrivet divisions. Assisting the medical reps with typing, documentation etc.
Company Archivist: At the corporate headquarters of this Medical company, working in conjunction with all the departments of the entire company, responsibilities include storing and preserving of important records, methods of classification - indexing, cataloguing and listing material so important documents can be easily retrieved, preserving records known as archives which will be valuable to future researchers. Collections include files, orders, letters, diaries, tapes, films or computer disks etc, maintaining and compiling of an efficient filing system for quick retrieval of information, and also general correspondence, follow-up, preparing quotations and agreements of the services provided by the company, invoicing, preparing purchase orders, tracking shipments, data entry etc.
Purchasing Co-ordinator: Responsibilities included, Maintaining and managing stock levels, placing orders, Continuous and extensive follow-ups with the suppliers regarding the orders placed and tracking the whereabouts of the shipments and original documents required for clearance once dispatched upto delivery to warehouse. Arranging invoices for Ministry approval. Monitoring service level standards of our Customs Department and make sure all paper work is ready for clearance. Sales order processing and liaising with warehouse regarding dispatch of goods in timely manner, Responsible for the logistical processing of customer orders, includes coordination with vendors, sales staff, customer service representatives, billing representatives, warehouse and shippers. Arranging shipment of requested items, goods or merchandise. Arranging to deliver the goods to the customer in time.
At the corporate headquarters of this IT company, working in conjunction with the Managing Director/ CEO of Ebla Computer Consultancy having its branches all over the Middle East. Ebla is a FileNet Master Distributor and Microsoft Gold Certified Company and also Authorized FileNet training centre for the Middle East. Responsibilities include correspondence, co- coordinating customer visits, preparing memos, drafting letters, follow-up, organizing and maintaining files for efficient retrieval of information, billing, making travel itineraries, airline booking and hotel bookings, internet research, preparing quotations, purchase orders and agreements for various services provided by the company, executing agreements, invoicing, data entry, correspondence with our overseas offices, arranging appointments and keeping executive reminders, etc.
At the corporate headquarters of this IT company (200 employees), work in conjunction with Chairman and General Manager of Al-Mawrid Al-Arabi Trading Company, a subsidiary of Diyar United Company. Al-Mawrid deals with general contracting including oilfield, electromagnetic, piping supplies, etc. Responsibilities included answering calls in support of customer needs and clarifying their queries till Customer Satisfaction is achieved, internet research, correspondence, invoicing, processing payments to suppliers, dictation, data entry, filing and typing, ordering office supplies, handling customer calls with ease and courtesy and directing them to the right person, tracking shipments, prompt attention to incoming and outgoing mail, maintaining office equipments.
Ekta Shelters is a commercial and residential construction company. As an office manager (administrator) managed all telephones and office correspondence, also responsible for administrative and secretarial functions such as maintaining attendance records of all staff, filing, data entry, billing, internet research, customer and inter - office liaison, follow-up. Was consistently recognized for outstanding sales and customer service. In the Customer service department, answered inbound calls in support of customer needs. Monitoring accuracy of work scheduled. Direct and supervise the activities of the personnel as established by the management. Conveyed in a reassuring manner step by step instructions to resolve application issues. In charge of company petty cash.
Reporting to the Chairman / CEO, responsibilities included answering maximum customer calls and an average number of customer queries, correspondence, billing, internet research, client servicing - attending to day to day customer calls, customer and inter-office liaison, order processing, follow-up, ordering office supplies and maintaining office equipments. In charge of company petty cash. Assist telemarketing as required including cold calls. Delivering lectures to students on Quality Management.
Bachelors in Science (Chemistry) - Pharmaceutical
