Executive Secretary /Office Administrator
Loops Automation LLC
Total years of experience :33 years, 1 Months
Provide high level administrative support to the General Manager and perform a wide range of administrative and office support activities to facilitate the efficient operation of the organization.
Provide a complete management and administrative support to the General Manager.
Attend to e-mails and follow up with instructions on behalf of the General Manager.
Manage and maintain General Manager’s daily calendar.
Screen and respond to incoming calls and take appropriate action to deal with the situation.
Maintain a filing system for the General Manager.
Maintain records of stationary purchased and office equipment maintenance with the required personnel.
Co-ordination for meetings with the General Manager and Head of Departments.
Arrange meetings with the General Manager and Clients upon instruction from General Manager.
Assist in approval from General Manager for procurement of materials with proper backup for orders exceeding USD 20, 000/- and above.
Co-ordinate with the QA/QC personnel on implementation and violation of company management procedures and report to General Manager.
Coordinate with the Sales Department on proposals and forward to General Manager.
Responsible for all HR documents / correspondence / leave applications / visa / staff passports / staff salary.
Co-ordination with staff and guests regarding air ticketing and hotel booking.
Manage the petty cash for the company.
Manage the marketing items for the company.
Co-ordinate pre-schedule meetings with various departments and General Manager and follow up on the Minutes of Meetings and Action Taken.
Monitor office attendance and report to General Manager of violations on a monthly basis.
Monitor the internet usage and report to General Manager of violations on a monthly basis.
In charge of overall office affairs for the General Manager
• Provide a complete management and administrative support for the General Manager to concentrate on mainstream activities and facilitate company processes.
• At the request of the General Manager, coordinate between Project Managers which may include: planning and coordinating multiple presentations, disseminating information, and organizing meetings, department activities for all members of the Senior Management Team.
• Manage and maintain General Managers schedule.
• Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan for necessary action.
• Prepare agendas and make arrangements for committee, board, and other meetings.
• Attend meetings in order to record minutes.
• Prepare invoices, reports, memos, letters, financial statements and tender documents, using MS Office.
• Worked in completing the Joint Venture projects with the Confluence Project Management team which included payments, submittals, transmittals, etc.
• Screen and respond to incoming calls and take appropriate action to handle the situation.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Maintain a central filing system for all outgoing, incoming samples/drawings, submittals and miscellaneous documents.
• Provide a frontline interaction with Clients and day to day support.
• Database compilation.
• Assist the H.R in sorting CVs, keep a track of staff leave schedule and make travel arrangements.
• Headed a team of Customer Service Executives for fax and computer systems.
• Follow up with potential Clients and establishes business rapport to yield business.
• Conducts market research and prepares reports to the Manager.
• Monitors and make reports for the monthly target.
• Headed a team for Brother Typewriters