Aissa Shiery Gajol

-Handles and screen calls; answers clients queries pertaining to different concerns & project updates
-For clients who are sending representatives to sign on their behalf, we ensure that the representative carries a valid POA (Power of Attorney) with Dubai Court stamp.
-Tracks client’s payment by maintaining a database which contains all pertinent & personal details about the purchaser; their property & installment records.
-Responsible in sending payment reminders on a daily basis to track due payments & the upcoming ones.
-Coordinate with the company lawyers any issues that may require reminders & written warnings in accordance with the UAE & Dubai Land Department standards.
-Prepares letters & correspondence for different scenarios & concerns after the approval & recommendation of the CEO.
-Keeps a record of signed SPA & agreement to ensure that everything is properly documented & communicated to all concerned parties.
-Generate receipts & updates the master list once installment payments is done.
-Keeps a record & copy of all cheque payments and ensures that it is deposited to the Escrow Account.
-Coordinates with the bank in-charge to trace cleared & bounced cheques.
-Maintains proper scheduling for SPA signing by coordinating the issue & acquiring all necessary documents from our Sales Agent.
-Strictly implements company rules pertaining to change & adding of names in the contract & resale.

-Reports to the Regional Sales Manager / Group Product Manager
-Handles & screens all incoming calls & transfer it to the designated manager
-Arranging travel visa, hotel accommodation, flight bookings for local & international business trips
-Prepares letters, requests and other business correspondence for the entire GCC offices (UAE, Kuwait, Qatar, Bahrain, Oman)
-Raised each business trips and update it in a system known as SAP.
-Raised purchase requisition & purchase order for any related request in SAP to acquire the approval from our Head Office.
-Preparation of monthly Sales Report & Expenses.
-Respond to e-mails, queries & concern in behalf of the managers
-Produce reports, documentation, and presentation during agents & clients meeting.
-Planning, organizing, managing events like Cycle Meeting, Sales & Marketing Meeting & Board Meeting (above events are being done twice a year)
-Responsible in updating the manager’s diary & schedule of appointments.
-Responsible in gathering & filing quotation for our promotional items.
-Ensures that each requisition is properly documented with attached 3 or more quotation to justify the choice being made.
-Arrange sample & dummy to ensure the quality of each product being produced.
-Directly communicate with the vendors for revisions to ensure high quality and presentable items.
-Attends each launches and symposium being conducted by the company for doctors, pharmacists here and abroad.

AS MEDICAL INSURANCE COORDINATOR FOR SPIMACO GCC GROUP
-Manages the GCC wide medical insurance concerns, updating and coordination of policy holders.
-Process all the reimbursements submitted by each member of the GCC team. Make sure that claim forms are properly filled up, original documents, receipts; findings & investigation are attached in order to avoid any delays & makes a direct follow up with the brokers for any pending payment.
-Communicates pre-approval request to the broker most especially in cases of emergency to ensure the welfare of each member.
-Raises & sends any complaint towards any issues that might be affecting the processing of any claims & pre-approval.

AS SHIPMENT INCHARGED
-Arranging the international shipment of promotional item for the whole SPIMACO-GCC Offices on a monthly basis ( maximum of 2-3 shipment per month both by air, sea and land)
-Prepare the raw data & hand it over to the agent for the preparation of invoices & airway bill
-Ensures that each shipment move with the original invoice, certificate of Origin to avoid any delays and customs fine.

OTHER HR DUTIES
-Facilitates hiring by placing ads from the local newspapers, filters incoming cvs by making a summary of information for potential applicants. Calls each of them for initial interview.
-Prepares salary certificate requests, car loan requests, car registration renewal and LPO.
-Coordinates all request like vacation leave, ticket encashment, advance salary requests & others acquiring special approval to the Head Office located in Riyadh, Saudi Arabia
-Maintains and develops filing and document control system in order to make sure that there is an accurate record of papers & electronic correspondence.
-Records absences & other types of leave in the SAP System.
-Arrange necessary bookings such as; air ticket, airport pick up, accommodation, original visa copy for newly hired colleagues coming from other countries.

-Preparation of letters, memoranda, and other business correspondences.
-Responsible for office databases to track and manage and control documents.
-Proper handling of incoming and outgoing calls, mails and faxes.
-Organization and maintenance of file systems.
-Responsible for travel arrangements and bookings for both management and staff.
-Monitoring of available office supplies.
-Respond to customer queries about company services & offers.
-Maintain and perform document control in all incoming/outgoing documents.
-Ensure that confidential and restricted documents are properly handled.
-Prepares various documents pertaining to existing contracts and ongoing transactions.
-Preparation of Quotation and invoices from several projects.
-Handing out of employee applications, compiling data, preparation of reports, data entry of employee’s information and maintaining files.
-Perform other duties related to the office or administrative matters.
-Arrangement of hotel reservation here & abroad
-Arrange meetings with our partners to seek for possible clients
-Responsible in promoting the company’s products through telemarketing

-Responsible for filing all the important documents in the employees’ 201 file
-Recalculating the meal budget of other offices which falls under the expenses of the HR department
-Documentation of HR activities for the employees
-Received & disseminate all important documents and information to various departments
-Assistance towards the employees in making the loan
-Facilitate in recruitment procedure.
-Update the files of the office
-Build and manage good working relationships with employment agencies.
-Filter all incoming cvs, and carrying out basic screening telephone interviews, also responsible for preliminary interview.
-Assist HR Manager where ever necessary. Filing, general day-to-day HR admin.
-Proactively report any issues with regards to the general well being of staff to the HR Manager.
-Strictly observe the implementation of company policies.
-Ensures that stationary supplies are kept fully stocked at all times
-Make sure that HR forms are complete and readily available
-Inform everyone with upcoming employees’ activities through memos and circulars.
-Review the employee handbook and make recommendation when necessary
-Recommends necessary action whenever a predicament arises so that it will not hamper the hotel’s operation.