Senior Admin Executive
Federal Security Services LLC
Total years of experience :21 years, 11 Months
• Responsible for preparing, reviewing, amending contracts, quotations and LPOs.
• Supports the HR team in hiring process - issuance of offer letters, gathering of necessary documents for visa processing.
• Supports the Accounts team - preparation of WPS transfer, application of new employees and solving issues regarding salaries. Maintaining a monthly report for new addition, employees on leave and returning from leave, etc.
• Supports the Operations team - applying for necessary permits, gate passes, and other documentation for operation purposes.
• Managing the company’s Security Industry Regulatory Agency (SIRA) compliance for the licensing of the guards, CCTV operators, life guards, etc.
• Developed and carried out an efficient documentation and filing system.
• Internal and external memos, official correspondence and emails.
• Headed the development of the company’s HR system.
• Acting as a point of contact among Executives, Employees and other external partners
• Processing of visas, permits, certificates and licenses.
• Flight booking
• Managing properties for landlords, coordinating maintenance works, tenant’s requests, etc.
• Handling company accounts, petty cash, monthly, weekly, quarterly and annual payments, handling bookkeeping tasks
• Organize and maintain office filling system
• Distribute project-related copies to internal teams
• Manage the flow of documentation within the organization
• Maintain confidentiality around sensitive information and terms of agreement
• File documents in physical and digital records
• Answering enquiries from clients and prospective clients
• Manage the daily/weekly/monthly agenda and arrange new meetings and appointments
• Booking and arranging cleaning schedules
• File and update contact information of employees, clients and suppliers
• Responsible for sending quotation and making invoice as per the project wise.
• Support and facilitate the completion of regular reports
• Developed and maintain a filing system
• Performs basic accounting
• Document expenses and hand in reports
• Undertake occasional receptionist duties
• Provide executive-level administrative support to the President/CEO with a demonstrated ability to improvise, improve procedures, and meet demanding deadlines.
• Liaison between all impacted departments to ensure proper communications and reporting practices.
• Plan and coordinate corporate luncheons and develop presentations for related on- and off-site meetings.
• Organize the details of special events, travel arrangements, corporate agendas and itineraries.
• Manage capital purchases, direct vendor relations generate and maintain equipment tracking records.
• Process monthly expense reports reflecting supporting documents and budget code indexes.
• Assists in authoring and revising the Technical Publications in accordance with corporate standards as to format, layouts, graphics, drawings, tables, exhibits, illustrations, charts, or storyboards.
• Development and revision of Forms, Checklists, Reports, Worksheets in compliance with current Federal Aviation Authority (FAA) and other Regulatory Agency specifications and requirements for FAR 135, FAR 142 and Part 91 Operations.
• Reproduction, distribution and validation to ensure that the recipients or locations have the current revisions and maintains Technical Publications records and database in the computer system.
• Manages daily operations, sales report, and inventory management.
• Coordinates with the chef regarding the menu items and pricing.
• Order, inspect and control supplies and equipment, creating and maintaining a budget.
• Performs general office administration; time keeping, leave monitoring, payroll processing.
• Responsible for the effective recruitment of requested personnel and ensuring conformity with the standards set by the Company..
• Responsible for selling products, reaching forecast sales, developing sales strategies and evaluates customer’s needs to build productive and long lasting relationships.
• Monitors the daily output flow in each section
• Coordinates with the concerned personnel regarding the critical products and stock discrepancies.
• Monthly and yearly audits the inventory in each section.
• Transcribe and distribute minutes of meetings, attend and set meetings with the head of each section.
• Function and appearance testing of notebook computers.
• Checks the packaging of the machines for shipment.
• Accomplish lists and records of the computers that passed the quality control tests.
• Accomplish daily collection’s records and encodes payments from clients.
• Receives and properly forwards incoming messages and telephone calls in accordance with procedures and specific instructions from the staff concerned.
Over 5 years of experience assisting high level executive and managing business relationships in a corporate environment. Serve as primary point of contact for and liaison between management, personnel, clients, and vendors. Maintain excellent written and oral communication skills, problem resolution abilities, and a high level of confidentiality.
