Admin Officer
United Arab Shipping Company
مجموع سنوات الخبرة :20 years, 8 أشهر
Reports to the Administrative Manager of the Company; updates contact list, organize calendar - meetings and seminars, email and memos, update Corporate Contracts mainly Hotels.
Completes assigned day-to-day tasks, of different kind.
Assist in preparing annual budgets, and completes analysis of monthly budget activity.
Schedules appointments and meetings, and writes respective minutes and protocols.
Coordinates travel arrangements, and reconciles travel expense reports.
Monitors all information flow, including maintaining paper and electronic files
Prepares presentations, reports, statistical charts and briefings.
Assists in integration of new office technologies and systems as appropriate.
Conserves Admin Manager’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
Represents Admin Manager’s by attending meetings in the Admin Manager’s absence.
Maintains customer confidence and protects operations by keeping information confidential.
Completes projects by assigning work to clerical staff; following up on results.
Assigned as System Administrator for our Travel Booking System
Secures information by completing data base backups.
Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
Develops and maintains a strong relationship with prestigious Hotels.
Handles Hotel and Travel Bookings - BOD, Management, VP’s and AVP’s, and Staff.
Arrange Chauffeur arrangements for our Board of Directors.
Prepares reports by collecting and analyzing information. Generates and maintains Weekly, Monthly and Quarterly Reports of the Department and creates presentation/s for the Administration Manager.
Processing Staff Employment Visa Application/ Renewal/ Cancellation.
Issuance of Appointment letter for newly hired staff.
Creation/resetting network user name and password.
Make Travel Arrangement for Staff annual Leave.
Coordinate with DTCM in regards to Trade fair and Exhibitions.
Arrange travel and hotel accommodation for the MD during trade fairs and exhibitions.
Maintaining and updating Staff Records.
Supervise Tourist Visa Application (Two Visa officer).
Monitoring and Ordering Office supplies.
Responsible for Trade License/Tenancy Contract renewal.
Processing Company new Vehicle registration / Vehicle insurance application as well as renewals.
File all administration documents in the relevant folder and facilitate access to documents.
Performs administrative duties: composes and types correspondence; distributes mail; makes travel arrangements; screens telephone calls; may supervise directly or oversee administratively lower level; maintains confidential files.
Supporting the Admin Manager in the daily operation of office including: co-coordinating staff leave, registration of all incoming and outgoing correspondence, maintaining office records (including assets, supplies and inventory), maintaining staff daily attendance registration book, distributing internal memos to all departments.
Getting quotation, approval from Management, ordering and fixing the assets for the company whenever required.
Making phone calls and sending E-mails at the immigration for follow-up on any pending visas.
Prepares Daily Visa application and Visa Status Report.
Maintain an excel sheet for the list of the visa application on when they were applied and when they were issued.
Monitor whether a person under our visa sponsorship is still inside UAE, Already out or Overstaying.
Maintenance of computer and network (Hardware & Software).
Resolving website related problems.
Reports to the Project Manager.
Responsible for the safekeeping of all files and documents.
Filing all documents and drawings.
Compose/Creates Correspondence.
Ensure that the incoming Documents/Correspondence is properly distributed to the concerned Persons/Department.
Ensure that the incoming Documents/Correspondence is properly Filed and Sorted out.
Fax Correspondence/Memo to the concerned Persons/Department.
Sort all Documents/Drawings according to date.
Perform other task that may be assigned.
Sorting of all data.
Creates a Log sheet for all handled projects.
Updating Log sheets for outgoing and incoming projects.
Creating a PowerPoint presentation for the company’s client.
Creating Chart, Tables and Graph (From Excel to Power Point).
Creating a table format for each and every project.
Creating Snake chart using Harvard Graphics.
Proof Reading. Checking the hard copy for any errors, and then correct it.
Update the Research Executive about the status of their project.
Creating and printing of FR (Final Report) upon the research executive requests.
Filing all projects and sorting them according to date.
Receives List of endorsed account from Clients Company. (Citibank, Bankard, Smart Telecom).
Enters data to Masterlist and compute the corresponding Credit interest for each account.
Handles all Accounts and updating their status as per Call Agent/Telemarketers daily calls.
Checking all mails and e-mails.
Generate Demand letters for the client’s credit card holder and a Masterlist for the Company’s Call Agent/Telemarketers.
Monitoring of each account for any changes in status.
Analyzing whether an account should the return to the client or retained in the company for further negotiations.
Assist in any Administrative works.
Filling of all endorsed accounts per client.
Filing of all documents and receipt.
Prepares weekly, monthly Status reports of each account.
Print Business proposal for the Company’s future Client.
Prepares the distribution of account to the Telemarketers/ Call agent.
Assist in the maintenance of computer (Hardware & Software)