Administrative Assistant
American University of Sharjah
Total years of experience :38 years, 7 Months
Provides administrative support to the management through conducting, organizing administrative duties & activities including receiving & handling information, prepare & manage correspondence, reports & documents orgnize & coordinate meetings, conferences, travel arrangements, take, type & distribute minutes of meetings, implement & maintain office systems, maintain schedules & calendars, arrange & confirm appointments, organize internal & external events, handle incoming mails and other materials, set up & maintain filing systems, set up work procedures, collate information, maintain databases. Communicate verbally & in writing to answer inquiries & provide information, liaison w/internal & external contacts, coordinate the flow of information both internally & externally, operate office equipment.
TENDER FOR DUBAI ELECTRICITY & WATER AUTHORITY (DEWA) PROJECTS. Responsible in advising concerned staff of the tender. Photocopies tender documents for distribution to concerned Engineers. Arrange & compile required supplementary documents for tendering to be submitted to DEWA. Regularly co-ordinates with concerned Engineers, Purchasing Supervisor and Accounts Manager for other supplementary documents needed. Place all the Bill of Quantities and Schedules in the computer. Have the Tender documents and other requirements ready for the Managing Director or General Manager's signature and stamped before submission. Responsible in preparing Company Profile to be distributed to different Companies as may be required. Prepares memos, contracts, letters and other official documents. Provides typing assistance to all departments as might be required. Schedules appointments for both the Managing Director and General Manager. Makes travel arrangements for both the Managing Director and General Manager. Responsible in maintaining files for the Projects for ongoing and executed; filing and safekeeping of legal and official documents. Updating on-going and executed Projects.
Purchasing/Procurement • Sustain the needs of the supermarkets and warehouse back stocks and ensure the consistency of product flows is achieved all the times. • Maintain product movement report for every item and instigate necessary action at the right time. • Reports directly to the Purchasing/Merchandising Manager. SEAFREIGHT ORDERING (DRY & NON FOOD) • regularly coordinates with the supermarkets for their product requirements. • Pull out a computer "Buyer's guide Report" and evaluate each product transactions. • Consolidates all required quantities in coordination with the Supermarkets and Warehouse Managers. • Creates an order for pro-forma invoice request from foreign supplier (s) • Evaluates the pro-forma invoice received from foreign supplier (s) if the products requested and prices quoted against previous quotes, and prices are competitive for new items versus similar items available locally. • Submits the order to the Purchase and Merchandising Manager for approval. • Confirms the order and open Letter of Credit accordingly. (1x20 ft. FCI or 1x40 ft. FCL, etc.) • Receives the consignment through the Warehouse for Food Control Inspection. • Apply costing and retailing in the system after necessary expenses and documentation are affected. • Attends to settle any dispute with the Food Control Department for anything that does not conform to local regulation. • Effect quantity received in the system for supermarket order. AIRFREIGHT ORDERING (FRESH FOOD) • Supply to the supermarkets airfreight ordering books for grocery, meat, delicatessen, and dairy departments. • Receive from supermarkets marked items for ordering from the order books. • Coordinates with foreign supplier (s) the availability of the required products and intimate the required
shelf life for every item to conform to local regulation. • Submit the orders to the Purchase and Merchandising Manager for approval. • Confirm the order and request the foreign supplier (s) to send copy of the invoices ahead of the consignment. • Coordinate with local clearing agent of the order to prepare documentation prior to arrival of the consignment. • Receive the consignment after rigid inspection of Customs Authorities. • Effect costing and retailing and course to the supermarkets the same day. • Attend to settle any dispute with the Food Control Section for anything that does not conform to local regulation. • Arrange for the delivery of the consignment to the supermarkets. OTHER DUTIES • Assist the Purchase and Merchandising Manager in evaluating new items for presentation to the Buying Committee. • Conduct regular comprehensive price check against competition and report to the Purchase and Merchandising Manager. • Maintain files of all departments and transactions. • Attend to other instructions given by the Purchase and Merchandising Manager.
Administration • General Secretary/Receptionist • Reports directly to the Office manager • Answers telephone calls and enquiries • Schedules appointments for the General Manager • Custodian of office supplies • Tracks down and monitors flow of airfreight orders and invoices • Provides and updates information of the orders to concerned departments. • Updating and reminding the Office Manager of the meeting and other official matters. • In charge of faxing LPOs to different companies. • Assists the Merchandising Manager in executing advertising promo letters to be sent to different companies and customers. • Responsible in filing and safekeeping of legal and official documents. • Assists Account Department in preparing bank letters. Data Encoder Safestway • Data entry and checking of supermarkets' orders. • Printing of Local Purchase Orders, Warehouse Issue Vouchers and Warehouse Pick lists. • Coordinates with Warehouse Personnel regarding proper outputs of supermarkets' orders to their printer. • Receives and updates all filled-up supermarkets' orders. • Prints and submits to EDP manager the Warehouse Status Report of items with pending/un-updated orders. • Submits to Merchandising Local Buyer the Warehouse Movement Report of Local items every Saturday. • Filled-up and submit quantity issued columns of Advertised Specials. • Executes and submits File Record Count Program to EDP Manager. • Custodian of Departments' supplies. • Assists on the Computer Operations' Job.
• Opening and Closing of Computer System • File copying, data backups and printing of reports • Encoding and checking of supermarkets' receipts against suppliers' invoices. • Printing of the following reports: • Warehouse Receipts Over/Short Report • Warehouse Gains/Loss Report • Warehouse Received items' Price Margins Report • Automatic Warehouse LPOs • List of New Inventory Items • Maintains the Gift Shop Inventory System of the supermarkets: • Processes orders, assigns new item codes and enters data • Prepares, checks and prints Gift Shops' Purchase Orders • Encodes all items received by Gift Shops • Encodes all Sales Through Gift Shops' Cash Memos • Encodes all Goods Return Vouchers • Enters and prints Advance & Decline Report MONTHLY: • Prepares and submits the following: • Warehouse Gains or Loss Report to EDP Manager • List of Warehouse items NOT ORDERED to Dubai Supermarket Manager • Supermarkets' Departments Ordering Book to Dubai and Sharjah Supermarket. • Monthly Gift Shop Inventory Reports: • Monthly Sales Report (reconciled with Daily Sales Report) • Supermarket Receipts Report & Sales Discrepancy Report • List of Gift Shop Inventory Items & Quarterly List of Slow Moving Items • other tasks as assigned by EDP Manager from time to time.
Reports directly to the General Manager • Schedules appointments, takes dictations and composes business correspondence. • Types memos, contracts, letters, minutes of meetings, and other official documents. • Responsible in filing and safekeeping of personnel files, telefax and other official documents. • Coordinates with the Food & Beverage manager in preparing the Function Sheets, Daily Menus & Catering Services to be distributed to concerned departments. • Coordinates with the Personnel Department in preparing & typing of information of Hotel Guests & Staff for visa requirements (Visit/Tourist/Employment) to be submitted to the Labor Department. • Responsible in preparing Statistic Report to be submitted to Labor Department. • Prepares the schedule for the Annual Leaves of Hotel Staff. • In-charge in preparing Weekly Work Schedules of Hotel Staff with the coordination of the Department Heads. • Coordinates with the Front Office in answering back local & international fax messages for booking/reservations and enquiries. • Ensures that the office is adequately stocked with materials needed at all times. Assists other sections in their typing needs. • Performs other secretarial duties from time to time.
Reports directly to the PSTC Project Director • Ensures that the office is kept clean and tidy. That the office is adequately stocked with materials at all times. • Arrange any necessary photocopying inside/outside of MARINA and make payments for services. Arrange payments for reports/productions services. • To keep track of all scheduled meetings of PSTC members. • To keep files on memoranda of meetings in Manila. To keep master copies of all PSTC reports, as well as any "spare" copies of reports. • In-charge of the bookings/flights/hotel reservations and payments for all PSTC members. • Arrange any incidental services, which might be required in Manila areas. • Keep files on news items which might be useful to the PSTC. • Provides typing assistance to all PSTC members as might be required. • Keeps correspondence files for the LSRS and the MARSH Study. • Assists the Project Director in the delivery of reports, letters, discussion papers and memoranda. • Computes and helps the Project Director to provide staff advances for travel. • Arrange receipts and refunds from advances for any portions not fully justified by receipts. • Establish and monitor a file of photocopies of all receipts. • Answers incoming/outgoing telephone calls. Screens/entertains visitors • Send and receive any PSTC faxes at MARINA.
Reports directly to the President • Schedules appointments for the President • Takes down dictations and composes business correspondence • Types memos, contracts, letters and other official documents. • Screens outgoing/incoming telephone calls. Entertain visitors. • Responsible in filing and safekeeping of personnel files/telegrams/telex and other official documents. Administers Psychological examinations such as Purdue, SRA including typing test. • In-charge for the signing of contracts for casuals and probationers. Explains the contents of said contracts, brief them their job descriptions and the rules and regulations of the Company. • In-charge for the issuance and releasing of timecards, IDs and Certificate of Employment including preparation of Labor/SSS Report.
Reports directly to the Personnel Manager • Screens and entertains visitors. Answers telephone calls/enquiries. • Takes down dictations/types Board Resolutions, Contracts, Memos, Minutes of Meeting and other Legal Documents. • Responsible in filing and safekeeping of employees' folders, official papers and legal papers. • Handles the Emergency Load Fund for the employees. • Custodian of office supplies. • Schedules appointments for the Personnel Manager.
• Assists other sections in their typing needs. • Performs other secretarial duties which may be assigned from time to time.