Administrative Assistant
APEX Technologies FZCO
Total years of experience :12 years, 11 Months
• Assist Procurement manager in tracking and maintaining current up to date procurement documents.
• Maintain appropriate records to ensure that procurement process, decision, and contractual agreement are accurately documented.
• Prepare and check accuracy of letters, reports, requisitions, and purchase orders.
• Provide Bill of Lading instructions and coordinate with Shipping lines/ Shipping Agent/ Surveyor to finalize the same.
• Prepare commercial invoice, packing list and delivery advice for export shipments.
• Process Certificate of Origin (CO) through Dubai Chamber of Commerce.
• Submit and ensure the processing of all types of applications and paperwork to the local government bodies, including renewal of trade license, insurance, office lease, employment contract, residence permit.
• Process documents and forms for issuance of petty cash
• Oversee receptionist area, including answering telephone enquiries, attending visitors and assisting other staff in the organization with their enquiries
• Set up and oversee all administrative aspects of meeting, seminars and conferences.
• Prepare schedules for quarterly financial statements.
• Prepare fund transfer advice, payment voucher, journal voucher and bank receipt voucher for all Abu Dhabi branches.
• Issue receipts and arrange to deposit cash/cheques against them.
• Control and disburse petty cash against documents, and prepare monthly petty cash report.
• Prepare and disburse settlement cheques to all clients and intermediates.
• Arrange and settle monthly creditors (suppliers, miscellaneous and garages).
• Prepare employee salary deduction report.
• Prepare monthly cash reconciliations and bank reconciliation.
• Prepare quarterly underwriting and reinsurance reconciliation.
• Receive and verify the receipt vouchers against insurance premiums from Abu Dhabi and other branches.
• Check and deposit daily cash/cheque collection against motor insurance figures.
• Maintain Finance department’s files updated
The internship held for six weeks. I was trained mostly in Commercial Finance department and then in Risk Review and in Customer Service. I was trained to prepare and evaluate financial statements and credit memorandum. I learned about different credit facilities and risk associated with them. I also learned to analyze various ratios. I dealt with and consulted many customers which helped to improve my interpersonal skill broaden my knowledge.
Main Modules included: Managerial Finance, Risk Management, International Finance, Investment, Corporate Finance, Computer Application in Finance, Business Quantitative Analysis, Business System Analysis and Design, Managerial Accounting, Strategic Management, Organizational Behavior, Marketing Research. Skills developed: Analytical and numerical skills, research skills, developing and analyzing business related reports and financial statements, communication and negotiation skills.