EXECUTIVE SECRETARY
SAMACO
مجموع سنوات الخبرة :29 years, 9 أشهر
This position is responsible to provide administrative and general support to the After Sales Director and other members of the management, including the following:
Type and edit memos, letters, contracts, presentations and update interoffice communications as required utilizing Word, PowerPoint, and Excel.
Respond for the office e-mail on behalf of managers.
Handle confidential information discreetly and professionally.
Maintain computerized Information System to ensure proper and timely updates as required.
Process purchase requisitions of all consumable items for workshop.
Prepare leave schedule for all staff and arrange the needed air ticket booking.
Arrange air ticket reservation and hotel booking for all staff including managers
On line ticket reservation as per the requirements of staff
Prepare bonus eligibility list of staff based on efficiency/productivity report.
Monitor the attendance of all staff and suggest the disciplinary action for unjustified absence or late reporting according to the company penalty schedule.
Prepare the monthly reports for Volkswagen, Audi and Porsche factories.
Liaise with the branches and head office in respect of various matters as required.
Contact various Embassies/consulates to arrange the visit/entry visa for managers and other staff as per the requirements.
Keeping and controlling petty cash.
Screen and route telephone calls and handles routine inquiries for the After sales Director.
Maintain efficient filing system.
Coordinate meetings, appointments and travel arrangements as required.
Liaise with Volkswagen, Porsche and Audi Factories.
Co-ordination of training with Volkswagen, Audi and Porsche meddle East office.
Gather and compile information and/or data as requested.
Overall in-charge of daily routines office related works.
Preparing the daily, weekly and monthly statements.
Sending faxes and other correspondences.
Process purchase requisitions, track department budget and resolve discrepancies with Accounts Payables as required. Maintain employee payroll and personnel files.
Receiving quotations from different suppliers and prepare price comparison sheet, make suggestions to management to purchase materials based on price and quality, prepare purchase orders and follow up with concerned suppliers. Making arrangement for prompt delivery of orders.
Screen and route telephone calls and handles routine inquiries
Independent letter corresponding in English and follow up the section matters.
Efficient filing system.