Administrative Secretary
G&Co Real Estate Development FZ LLC (G & Co
مجموع سنوات الخبرة :7 years, 10 أشهر
-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.
The first MAGNA CUM LAUDE in the history of the College of International Hospitality Management (C.I.H.M.) of the University of Perpetual Help System - Laguna (April 2007) Chancellor’s Awardee ( April 2007) Supreme Student Council Treasurer ( 2005-2007) Academic Excellence Awardee ( 2005-2007) Leadership Awardee ( March 2006 - 2007) C.I.H.M. Student Society Council V.P. External ( July-Dec. 2005) 2nd place winner, Chefs’ Festival Quiz Bee (2006) C.I.H.M. Student Society Council President ( 2004-2005)
Consistent Pentagrant Scholar(1999-2003) Honorable Mention (High School)