Admin assistant
Emeraude International
Total des années d'expérience :16 years, 11 Mois
Reporting directly to top management
Preparing top management expense claims & filing records
Handling visas applications & embassy procedures for all employees
Corresponding with travel agents & hotels for bookings
Handling petty cash
Keeping track of local & international couriers on behalf of Dubai & France (Head office)
Providing secretarial services such as minute taking and diary management.
Ensuring office procedures and systems operate efficiently.
Producing tender documentations.
Supervising other clerical staff.
Recording, compiling, transcribing and distributing the minutes of meetings
Maintaining an electronic and hard copy filing system
Providing training and orientation for new staff.
Setting up and coordinating meetings and conferences.
Reporting in a timely & accurate manner on company procedures & developments.
Maintains office services by organizing office operations and procedures; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
Completes operational requirements by scheduling and assigning employees; following up on work results.
Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
Handling petty cash
Prepare and manage correspondence, reports and documents
Organize and coordinate meetings, conferences, travel arrangements.
Organize meeting minutes.
Email marketing (guest feedback related) - communicate verbally and in writing to answer inquiries and provide information in liaison with internal and external contacts.
Implement and maintain office systems.
Maintain schedules and calendars.
Organize internal and external events.
Handle incoming mail and other material.
Set up and maintain filing systems.
Set up work procedures.
Coordinate the flow of information both internally and externally.
Plan and coordinate the provision of friendly, efficient services to guests & coordinate and supervise all activities. Assist with check-ins / check-outs of clients. Assist all departments in being receptive to the needs of guests. Provide feedback from Guests to Front Office Manager for action.
Ensure the highest standard of customer service is provided to guests and visitors and ensure smooth and seamless check in procedures, issuance of keys and ensure the appropriate porter service is provided. Respond to queries on room tariffs and charges for services delivered. Perform Front Office Cashiering functions and ensure accurate collection of cash during check-out services and during foreign exchange transactions. Assist in reservations, amendments, cancellations, queries and correspondence with all guests as needed to ensure all systems are up to date and accurate, including forecasts. Ensure that all paperwork, correspondence and information is correctly filed, stored and distributed as necessary and according to Front Office procedures