Administrative Assistant cum Admin Secretary
ALFAPEOPLE
Total des années d'expérience :15 years, 9 Mois
Maintain confidential records and files.
Maintain records of decisions.
Updating HR file for all staff (Amman-Jordan Staff, Riyadh and Jeddah Staff, Dubai Staff, Cairo Egypt Staff)
Arrange for payment. (Travel Agency for ticket, hotel and rent a car- International and Local).
Prepare documents and weekly reports for Business Travel Authorization for all staff international and local flights.
Coordinate with agents local and international.
Assisting and process visa of all staff. (SAUDI Visa, UAE Visa, South Africa Visa, Schengen Visa)
Issuing travel order and P.O. for ticket, hotel and rent a car.
Orders, distributes and keeps an inventory of supplies. (pantry stocks and office stationary)
Performs other duties assigned.
Handling petty cash and process all expenses reimbursement for all staff. (local and international)
Reporting to Managing Director, Sales and Marketing Director, Operations Director, Regional Manager and HR Manager.
Arranging travels, visa, hotels, rent a car for all staff. (Booking travel arrangements).
Assists the HR Manager, Accounts and Finance Manager with administrative duties.
Provide administrative report to Managing Director, Sales and Marketing Director, Operation Director, Regional Manager, HR Manager and Finance Manager.
Maintaining general filing system and file correspondence.
Answering the call and answering basic queries.
Photocopying, scanning and printing.
Perform other related duties as required.
Manage employee health insurance and leave schedules.
Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
Complete forms in accordance with Company procedures.
Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
Conduct searches to find needed information, using such sources as the internet
1. Devising and maintaining office systems, including data management and filing;
2. Arranging travel, visas and accommodation of CEO and GM.
3. Handles all incoming phone calls, enquiries, emails, faxes and posts, and frequently respond accordingly on behalf of CEO and GM.
4. Liaising with clients, suppliers and other staff.
5. Manages company’s accounts, payables, expenses report, petty cash.
6. Monitoring of cash flow in AED and EURO Accounts.
7. Coordinate with work flow.
8. Maintain procedures manual to ensure consistent performance of routines.
9. Prepare CEO & GM monthly expenses report.
10. Performs administrative works such as typing of correspondence, reports and other documents and filing the documents accordingly.
11. Coordinate repairs to office equipment.
12. Maintain confidential records and files.
13. Processing of License, Visas and all related works in DMCC.
1.) Attend to visitors and deal with inquiries on the phone and face to face.
2.) Supply information regarding the organization to the general public, clients and customers.
3.) Responsible for distribution of all correspondence, including faxes, emails and mail.
4.) Assist in general administrative and clerical support and maintaining the reception area.
5.) Coordinate inbound and outbound logistics with multiple couriers.
6.) Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories.
7.) Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
8.) Manages employee visas, health insurance and leave schedules.
9.) Co-ordinates travel arrangements for employees and guests.
10.) Assists the HR Manager/Finance Manager with administrative duties.
11.) Administrative support for CEO and COO.
1.) Greet and assist visitors.
2.) Answers a high volume incoming call and in-person inquiries from clients and colleague; treated each person with respect and provide information and referrals.
3.) Prepares and follow up inquiries to supplier, both local and international.
4.) Receives and encode all incoming and outgoing documents.
5.) Typing faxes, letters/correspondence, inquiries, invoices, quotations pertaining to projects.
6.) Typing and distributing of all incoming job orders.
7.) Typing import goods declarations form custom purposes.
8.) Responsible for coordinating with all departments of the company in order to assure that all documents are kept in the right place and in the right department file archive.
9.) All corporate documents are well checked and submitted on time prior to the documents submission due date.
10.) To perform regular audit on corporate documents in order to ensure that all documents are properly submitted to other departments.
11.) Keep track of all documents correspondences and transaction. Maintain and update all documents registers.
12.)Control and issue of receipt of all documents and drawings.
13.) Monitor and update any change and modification to the technical documents.
14.) Maintain procedures for maintaining documents and change control documents.
15.) Responsible for the overall control of all company documents.
1.) Attends to phone calls, enquiry and complaints.
2.) Responsible for filing important documents.
3.) In-charge of photocopying and faxing.
4.) Monitor the office supplies.
1.) Attends to phone calls, enquiry and complaints.
2.) Prepare documentations, letters and memorandums.
3.) Coordinating the Owner’s appointment, meetings, travel itineraries.
4.) Responsible for filing important documents.
5.) In-charge of photocopying and faxing.
6.) Monitor the office supplies.
7.) Greet and assists visitors.
College: Technological University of the Philippines Ayala Blvd. Manila Date Graduated: March 2003 Bachelor of Science in Industrial Education