Executive Secretary
SAMAMA Holding Group
Total years of experience :14 years, 7 Months
Scheduling and arranging important meetings and conferences whenever required.
•Communicating with clients by attaining telephone calls and fax messages.
•Planning and organizing meetings with the clients and attaining overseas conference calls.
•Responding to the client and customer inquiries on a timely basis and providing word processing and secretarial support wherever necessary.
•Taking minutes of meetings.
•Undertaking research, gathering information, as well as sorting and categorizing it accordingly.
•Delegating the information to the required department in the organization in a timely frame.
•Giving presentations to the superiors about the working procedures, revenue generated, expenses, human resource management, etc.
•Making calendar entries for the reporting managers and scheduling meetings and appointments.
•Preparing and maintaining the data shared between the departments and recording the information accordingly.
•Providing detailed information about the business and working nature of the organization to the clients.
•Attending events and meeting on behalf of the managers and later briefing them about the same
•Provide training to the other clerical staff.
•Plan and arrange travel schedules and reservation for the superiors and executive management as needed.
•Ensuring that the organization policies, rules, and regulations are followed properly.
•Ensuring that the organization follows all the legal rules and regulations.
•Photocopying and printing various documents.
Verification Vendor Invoices for correctness of Billing & records the same in our books.
•Obtain proper approval & process the payment against those Invoices within the credit period.
•Process the credit notes for expenses paid by GSA on behalf of G9 after verifying the supporting documents and proof of payments.
•Review and correctness credit card revenue, charge backs and refunds.
•Review Accrual Accounts for Direct sectors Costs.
•Prepare bank reconciliations for all banks HO & Outstations.
•Reconcile the outstation Vendor & GSA Accounts.
•Interacts with various departments / vendors / GSA for queries on transactions.
•Supports and Advise the junior staff in the department, as and when required.
•Prepare the monthly MIS schedules & Budgets details.
•Coordinate with the external auditors with required schedules.
2017
•Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
•Arrange conferences, meetings, and travel reservations for office personnel.
•Complete forms in accordance with company procedures.
•Maintain scheduling and events calendars.
•Organizing and servicing meetings.
•Taking minutes of meetings.
•Keeping files of past minutes and reports.
•Locate and attach appropriate files to incoming correspondence requiring replies.
•Managing clerical or other administrative staff.
•Maintains customer confidence and protects operations by keeping information confidential.
•Receives and as applicable answers departmental e-mail.
•Handles certain routine tasks, such as making Hotel & Airline Reservations.
•Prepare the Memo Internal & External.
•Sorting and distributing incoming and outgoing post
•Liaising with staff in other departments and with external contact.
•Ordering and maintaining stationery and equipment.
•Recruiting, training and supervising junior staff and delegating work as required.
•Photocopying and printing various documents.
•Maintaining a clean and enjoyable working environment.
Handles receivables of company’s sales agent.
•Review their sales remittances such as checking the correctness of the charge fares and it that tickets remitted tallies with tickets in the sales report.
•Prepare also the discount, special discounts and the advances booking report.
•Prepare sales invoices per gent report. Then, post/encode sales and collection to the summary of sales collect report.
•Prepare Weekly sales report.
•Prepare the monthly sales report.
•Maintains and organize file of the company’s accounting record and documents.
•Establish a good working relationship with clients, sales agents, and co-workers by providing a good quality of services and assistance in their needs.
Prepare and manage correspondence, reports and documents.
•Provide administrative and clerical support to departments or individuals.
•Manage travel and schedule.
•Schedule meeting and arrange conference rooms.
•Taking minutes of meetings.
•Alert manager about the cancellation or new meetings.
•Arrange for outgoing mails and packages to be picked up.
•Handle information requests.
•Prepare correspondence and stuff mail into envelop.
•Receive and reply telephone messages.
•Prepare confidential and sensitive documents.
•Coordinate office management activities.
•Prepare and process monthly utility bills such as ( water, electricity etc.).
•Prepare petty cash, closing for accounting purposes.
•Perform manipulate and operate the help desk system in Head Offices.
•Coordinate manage the maintenance work controller ( each ticket should be done prior to the escalation period.
•Dispatch and manage engineers and technicians to the sites.
•Coordinate to the requestor via phone and email regarding to the status and update of their request.
•Coordinate with suppliers, vendors and contractors.
•Perform other function and assignments.
Checks and Audit the daily sales report ( DSR ) against the ticket sold.
•Encode the corrected daily sales report of agents and its corresponding collection.
•Prepare monitors Debit memos on the discrepancies and balances of ticketing agent.
•Entertains question and gives the information customer service agent with regards to ticketing and reporting.
•Prepare the late remittance/overdue account for collection.
•Check the ticket refund if it is reported to the sales report,
•Prepare the weekly sales report.
•Prepare monthly summary sales report.
Checking of daily reports cash sales from cashier of GSA’s ticketing offices, which includes daily sales report remittance, and bank deposits.
•Maintain accurate financial report of cash transaction and resolving any discrepancies.
•Reconcile cash transaction to general ledger and bank statement.
•Preparation of monthly production reports of GSA’s ticketing Office,
Comparative sales report monthly & annually, journal entries, debit and credit memos, posting of balances in the ledger.
•Knowledge in issuance of airline tickets based on SQIVA SYSTEM, ( An airline reservation system ) introduction to ORACLE SYSTEM.
SAP - Business One - Purchasing, Accounts Payable
Accounts Receivable Production, Banking CRM, Fixed Assets.
•Conducted by
Director’s Office / Technical Affairs,
KSAU-HSEATERN REGION - AL AHSA HOFUF