Alma Lloter

Manages reception, telephone inquiries and emails. Prepares quotation, BOQ and assist sales team meetings and client follow up. Handles petty cash and office supplies & logistics. Assist management in secretarial tasks from time to time.

Help customer to plan, choose and arrange tour holiday/packages as per budget set. Offer advice and opinions on where to go and local tourist attractions, events and customs. Dealing with customer queries and complaints, providing advice about visas .

Manage calendar of appointments of CEO. Follow up on action plans, draft letters, personal correspondence and other required documents.
Extensive booking of flights, hotel, visas & other travel related to CEO travel.
Arrange itineraries and agendas, ensuring documents and logistics are prepared in advance.
Ensuring the maintenance of contact databases, keeping an organize file archive of all relevant documents.
Prepare expense reports, claims and all other reports as requested.
Receive and screens incoming phone calls. Arranges meeting rooms and venue for company event.
Performs a variety of administrative tasks that are confidential in nature
Handles petty cast and manage office supplies & requirements.

Reports to Director of Finance. Supports 5 senior executives.
Performs a variety of administrative tasks that are confidential in nature. Prepares expense report using SAP, arranges online travel and hotel bookings. Handles petty cash. Coordinates conference, seminar and lunch out meetings. Assists department heads and colleagues in other task as requested from time to time.

Performs a variety of administrative tasks that are confidential in nature. Extensive booking of flights, hotel, visas & other travel related to CEO travel. Taking minutes of the meeting.

Handles visa typing in EDNRD system. Controls documents and updates booking register logbook. In touch with hotels, travel agencies and tour operator re travel inquiries, excursions and transportations. Prepares quotations & Invoices. Admin function such as office maintenance, office billings, courier, stationary ordering. Perform other tasks as requested from time to time.

Administrative/Secretary/PA Duties:
Arranges & coordinates meetings (diary management), international/local travel/hotels, takes down dictation/draft
correspondence, membership and personal concern for Managing Director.

Handles the reception area, assist Finance & HR Manager re staff recruitment, employees attendance/leave,
booking & travel requirements local/internationally. Coordinates with Insurance re claims/addition/deletion of
membership. Liase and prepares necessary documents related in seeking employees visa/renewal application
with DMCC freezone.

Coordinates & prepares request for maintenance on issues re cleaning/janitorial services, provision for
office lay-out, IT & telephone systems. Prepares correspondence to suppliers, clients & contractors. Controls
documents, arranges submittals of samples & materials to client. Prepares invoices & quotations as per contract
and agreement. Purchase office supplies/pantry items. Handles petty cash. Arranges & coordinates meetings for
Project Managers & Managing Director. Prepares correspondence based on dictation.

• Manned the Reception area.
• Coordinates and handles proper scheduling of all drivers.
• Prepare LPO’s and payments, controls mails and documents,
• Prepares refreshment for corporate visitors
• Maintains the cleanliness of Reception and Meeting Rooms,
• Arranges courier and employees leave application, filing and letter corresponding.
• Performs other tasks as requested from time to time.

Executive Secretary duties:
• Arranges and coordinates meetings for Managing Director.
• Reply & prepare correspondence for clients/suppliers on behalf of Managing Director.
• Coordinates with contractor re issues on AC, electrical, plumbing & IT/telephone system maintenance.
• In charge in the Reception area (Transferring lines and receives guest).
• Controls and monitors mail & documents.• Manage office administration functions such as courier services, stationery supplies, purchase and canvass materials as directed.
• Schedule the work flow of drivers, and office boys.

Sales/HR/Accounts Assistant duties:
• Assist Sales Team in following up with client/customer re schedule & delivery of items, picking-up/
cheques and typing quotation/invoices.
• Assist PRO re employees visa documentation requirements, schedule of staff medical.
• In-charge in recruitment process- preparing job description, posting & sourcing candidates, screens
applicants, scheduling interview and prepares job offer.
• Prepares internal memo’s re new employees, warning, termination and appraisal.
• Updates personnel file in system and manually.
• Coordinates booking and travel of employees
• Assist Accountant in preparing payroll using company payroll system, monitors staff attendance/absences & prepares requirement for employees needed by bank.

• Coordinates meetings & appointments
• Prepares memo and correspondence
• Take down minutes of the meetings
• Arrange personnel file, airline booking and hotel reservation
• Handles the monthly office supplies requisition and ensures that stocks are maintained
at efficient level.
• Receives and interacts with visitors, guests, and supplier as well as screens calls and
relays messages
• Canvass and purchase materials needed in the offices
• Attends to personal concerns of superior

• Organize employees file, tracked and entered data in systems, produced reports.
• Compose/types memos, reports & other correspondence. Handle confidential data/information.
• Takes down outlet minutes of the meeting and distribute on a timely basis.
• Relieve the Executive Secretary, Sales Secretary as needed and attend to secretarial needs of
F & B Manager.
• Relieve the person in-charge in Tea Lounge and Business Centre
• Provide secretarial assistance to guests in Business Center such as computer typing, courier
service, transport rentals and internet use.