Personal Assistant
Ali Bin Ali Holding
Total years of experience :20 years, 10 Months
- Reporting directly to ABA Partner (owner).
- Provide high level professional and confidential administrative support at Executive level.
- Acting as the point of contact between the executives and internal or external colleagues on all matters pertaining to the Office of the ABA Partner.
- Manage and maintain the busy office schedule for the Partner and her extensive travels, both local and overseas.
- Travel management and cross time zone meeting scheduling.
- Works closely and effectively with the Partner to keep her well informed of upcoming commitments and responsibilities, following up appropriately.
- Conduct research, compile data, and prepare papers and/or presentations for meetings and business trips
- Taking notes and minutes in meetings.
- Read and analyze all incoming communication to the Partner to determine significance and plan distribution.
- Drafts acknowledgment and thank you letters, personal correspondence on behalf of the Partner and liaise with relevant stakeholders to address and resolve enquiries.
- Keeping track of emails and files and make sure everything is in order for a smooth processing of documents and other banking transactions.
- Purchasing various items when required.
- Paying personal bills, liquidated receipts, collating and filing expenses.
- Handling correspondence directed to managers.
- Receiving visitors at the front desk by greeting, welcoming, directing and announcing them appropriately.
- Answering screening and forwarding incoming phone calls.
- Handling queries and complaints via phone, email and general correspondence.
- Receiving and sorting daily mail, shipments and deliveries.
- Keeps a safe and clean reception area by complying with procedures, rules, and regulations.
- Notifies company personnel of visitor arrival.
- Maintains security by following procedures, monitoring logbook
- Maintaining the current filing and database system, and looking for ways to improve current systems
- Also cover home or personal life maintenance tasks, such as hiring staffs for residence.
- Maintaining employee and department directories
- Contributes to team effort by accomplishing related results as needed.
- Provide support to executives and also management of reception.
- Manage other tasks requested.
- Greet/Receive all guests and customers/suppliers in a courteous, professional manner. Answer basic questions about the nature of the business
- Answers telephones and transfer or take messages.
- Receive and file letters and documents.
- Create, control, and monitor all administrative requirements of other departments.
- Monitor on-going activities and outgoing correspondences.
- Manage, sort, and distribute incoming and outgoing documents and handles incoming mail and other material within team.
- Prepare and manage correspondence, reports and documents.
- Record all request for quotation of projects/ quoted projects/ awarded projects and on-going projects.
- Read and analyze incoming memos, submissions, and reports in order to determine their significance and distribute accordingly.
- Arrange meeting and may takes minutes if necessary or per requested.
- Maintain schedules and calendars.
- Arrange and confirm appointments.
- Prepare invoices, reports, memos, letters and other documents, using word processing, spreadsheet, database, and/or presentation software.
- Set up and maintain filing systems.
- Maintain stationary supplies and coordinating deliveries.
- Performs other related duties as assigned.
Database Duties:
- Assists the TSS Operations Manager in day-to-day recruitment.
- Coordinates recruitment for other SGS TSS Affiliates office in Bahrain, Kuwait and Singapore.
- Maintains and updates subcontractor’s records from mobilization to demobilization.
- Oversees and administrate the TSS office requirement
- Administers SGS Subcontractors on site by approving cash advances and payroll preparation.
- Established and maintain good working relationship with local and overseas agencies pertaining to manpower request and mobilization of personnel
- Prepares and submit invoices to the clients.
- Assists in visa renewal, monthly timesheets, leave/travel requests and expense reimbursement.
- Ensure on time processing of payroll
- Prepares and submits finalization of salaries of subcontractors.
- Safe keep, maintained and updated company records/documents, 201 files and salary files.
- Prepares the timesheets and prepares payroll on monthly basis.
- Perform other clerical related works.
Recruitment Assistant Duties:
- Review and evaluates applicants resume for submission to various clients from oil and gas industries.
- Mobilizes approved candidates by arranging their visa documentation and hotel/travel booking.
- Screening CVs according to job specification and short listing the right qualitative profile against the requirement (using Adapt System).
- Interacting/E-mailing the screened/short listed candidates to gather their related documents/certificates.
- Maintaining a healthy relation with client/proposed candidates/agencies and updating them about the progress.
- Keeping a track of day to day updates on requirements & resume submittals.
- Maintaining & updating an exhaustive databank of prospective candidates.
- New joiner induction.
- Responsible for selling BMW & MINI Lifestyle.
- Actively participating in the execution of all selling. This includes but is not limited to lead generation, meet and greet with walk-ins request and orders and follow-ups.
- Managing the stock and displays at the BMW Service reception area.
- Prepares and maintains of personal records and reports regarding individual sales.
- Coordinate with Brand Executive In charge and other sale executives regarding customers' list of order and other needs or inquiries.
- Does inventories, makes cash receipts and sales invoices.
- Perform such other duties as requested from time to time.
- Serves visitors by greeting, welcoming, and directing them appropriately.
- Informs visitors by answering or referring inquiries.
- Notifies company personnel of visitor arrival.
- Answer the phone, respond to emails, greet potential customers, address complaints, and handle other front desk duties.
- Provides information; takes and relays messages and/or direct calls to appropriate personnel; returns calls as necessary.
- Greet customers; direct customers and notify the appropriate service advisor that a customer is waiting, or introduce the customer to the service advisor.
- Obtain basic demographic information about each customer, using the APAS computer system.
- Responsible for filing, scanning, and/or booking repair orders as needed.
- Answer basic customer inquiries and refer more extensive inquiries to the appropriate person.
- Updates appointment planner of each service advisor and customer’s profile and contact number.
- Hand out magazines and other information’s to customers.
- Send business messages via SMS to customers informing them the status of their vehicle.
- May organize and maintain office files and records.
- Coordinates with drivers on duty.
- Perform other duties as required, providing administrative assistance, as needed.
- Perform all check-in and check-out tasks.
- Manage online and phone reservations.
- Welcome guests upon their arrival and assign rooms.
- Make and confirm reservations for guests.
- Ensure proper room allocation.
- Register guests collecting necessary information (like contact details and exact dates of their stay).
- monitor visitors to the hotel
- Maintain updated records of bookings and payments for close guest accounts and check guests out.
- Inform housekeeping when rooms have been vacated and are ready for cleaning
- Compute all guest billings, accurately post charges to guest rooms and house accounts.
- Verify guest's payment method, imprint credit cards for authorization
- Receive and transmit messages for guests
- Provide information about the hotel, available rooms, rates and amenities.
- retrieve mail, packages and documents such as faxes for guests
- Respond to clients’ complaints in a timely and professional manner.
- Liaise with our housekeeping staff to ensure all rooms are clean, fully furnished to accommodate the guests’ needs.
- manage conference room bookings and scheduling
- Confirm group reservation and arrange services for VIP customers and event attendees, such as functions like conferences and weddings.
- Upsell additional facilities and services, when appropriate.
- Maintain a neat and orderly front desk and reception area.
- Perform essential front desk administrative duties including answering phone calls, greeting clients.
- ensure back up when absent from reception desk
- Serves visitors by greeting, welcoming, and directing them appropriately.
- take and deliver messages accurately and completely
- Notifies company personnel of visitor arrival.
- Maintain front desk procedures including contact information, directions and frequently requested company information.
- Maintains security by following procedures, monitoring logbook, and issuing visitor badges.
- Keeps a safe and clean reception area by complying with procedures, rules, and regulations.
- Maintain and organize reading material.
- Handling queries and complaints via phone, email and general correspondence
- Interact with visiting vendors
- Prepare outgoing mail for pick-up or courier
- Receiving, dispatching deliveries, organize courier deliveries.
- Assisting with mail as required
- Performing administration duties
- Diary management and management of meeting rooms
- Possibly managing office supplies such as stationery, equipment and furniture
- Possibly handling event coordination, both internally and externally
- Maintain equipment and report any malfunctions.
- Monitor, control and order office supplies
- Taking and ensuring messages are passed to the appropriate staff member on a timely basis.
- Answer incoming calls, determine purpose of call and transfer call.
- Act as a point of contact for internal and external clients
- Take and deliver messages.
- Provide general support to visitors, monitor visitor access and coordinate parking.
- Handle customers queries
- Handle administrative requests and queries from senior managers
- Provides administrative support to ensure efficient operation of office.
- Update and maintain office policies and procedures.
- Write and distribute email and correspondence memos, letters, faxes and forms.
- Book travel arrangements
- Maintain contact lists
- Ordering and taking stock of office supplies.
- Schedule appointments and maintain calendars.
- Schedule and coordinate staff and other meetings.
- Taking notes and minutes in meetings.
- Collate and distribute mail.
- Maintaining organized file systems for the organization.
- Generally include answering phone calls and emails, responding to customer questions and complaints, and walking customers
- Help clients online, over the phone, or in person
- Selling and promoting reservation services
- Provide travel information over the telephone to customers of the airline. Information includes trip planning, car rentals, seat availability, fare information, schedules, tours, meals, and other information relevant to the customer's flight plans.
- Responsible for helping clients plan and book their reservations, such as booking a hotel room, a car rental, airplane tickets, a cruise package
- Help plan travel itineraries by suggesting local tourist attractions and places of interest.
- Sorting out any issues that may arise with bookings or reservations
- Processing payments and sending confirmation details to customers.
- Maintain Customer Records
- Utilize computer technology to handle high call volumes.
- Attempt to persuade customer to reconsider cancellation
