Admin Manager / Personal Assistant to Director
KEMROCK INTERNATIONAL FZE
Total des années d'expérience :22 years, 5 Mois
Performing basic Administrative duties
Handling employee requirement related to leave payroll visa, labor card renewal, cancellation contracts and employee letters
Client enquiries, Sales & Marketing back office support.
Maintaining and updating the filing system and keeping up to date records of all important documents contract etc.
Responsible in reviewing and managing office budget and expenditure by obtaining quotations, negotiating price, quality, and delivery.
Managing work related matters concerning visas, security and transportation of employees
Performing travel arrangements
Planning and organizing meetings
Arranging the managing director’s appointments, meetings and travel plans
Handled all incoming and outgoing correspondences and emails
Responsible for the Order Management and Sales Support through the Whole Sales Cycle and Delivery Cycle.
Manage and control Incoming Sales Orders including Managing customer contracts, payment securing guaranties like Letter of Credits, deliveries according to INCOTERMS, Export Control Issues.
Focal point for the Sales Directors in terms of status and forecast reporting as well as sales support
Responsible for all customer related purchase activities within the company, and external suppliers (request for quotation, negotiations, orders, etc.)
Responsible for coordination of all deliveries with suppliers
Handle payment securing terms and ensure complete and timely payment in cooperation with the sales and finance team.
Ensure alignment of Order Management with the global organization and compliance to the company process and guidelines.
Screen incoming post, email and telephone calls, determining their priority and using initiative to either deal with the enquiry or redirect if necessary.
Greet visitors/clients and deal with any needs or general enquiries that they may have to ensure they are made to feel comfortable and welcome.
A key part of the role will be helping to manage General Manager diary and ensuring that routine letters and enquiries to them are responded to in an appropriate and timely manner.
Maintain and develop both the physical and electronic filing systems to ensure accurate and speedy retrieval of required documentation and reports.
Performs all duties at a confidential level.
Arrange travel management for Regional Managing Director.
Liaising with other staff members to co-ordinate meetings/agendas/room bookings, arranging conference calls etc.
Maintains follow-up action list/file.
Drafts and proof reads replies to correspondence.
Event Management - organising conferences/training sessions world-wide.
Develops new or revised procedures or recommend improvements.
Independently prepares reports, presentations and correspondence of a non-standard nature; co-ordinates production; schedule graphics, editing and reproduction.
Routinely solves problems and questions that normally arise in the course of the job.
Prepare office supplies and equipment purchase requisitions, coordinate and monitor maintenance service and serve as liaison between departments, management and staff.
Interdepartmental coordination, responsible for annual maintenance contracts.
Other duties as assigned.
Screen incoming post, email and telephone calls, determining their priority
Greet visitors/clients and deal with any needs or general enquiries
Perform general clerical duties to include but not limited to - photocopying, faxing, mailing, filling etc.
Prepare correspondence, report and materials for publications and presentations.
Tracking shipping and actual invoice for export client
Preparing export quotation, shipping document - Certificate of origin
Setup and coordinate meetings and conference
Setup staff accommodation and arrangement for company visitors