Administrative Assistant
Emirates Industrial Laboratory
Total years of experience :12 years, 1 Months
ADMINISTRATIVE ASSISTANT
Responsible of controlling documentation related activities in a project.
Encodes and prepare reports on company accounts software (ERP System): Sample login register, Un-invoiced Samples Register, Work logging report, Samples status report, Samples cancellation report, Employee’s daily time record report, Contract updates and Job status report.
Responsible for samples of Chemistry Department by; Receiving Samples, Logging manually and labeling each samples and Creating Sales Order and Sample Log-in thru ERP System.
Monitor open job and prepare inspection reports in different kind of test.
Responsible for keeping documents, ensuring orderliness and completeness of data.
Prepare documents for courier from different departments.
Preparing cash receipts of the clients against invoices.
Ensure that revenue invoices are issued according to contract and get paid on timely manner.
Ensure that Invoices are correctly posted, in accordance with company’s policies.
Support corporate as well as small group travel reservations.
Ensure to confirm availability plus convey tentative itinerary to respective traveler for approval.
Confirm reservations, distributes tickets along with confirmations to traveler.
Research on optimal travel alternatives.
Coordinate, supervise and implement every aspect of travel arrangements for staff, executives and production team.
Maintain queues to assure approvals as attained as well as deadlines are met.
Research and resolve all incorrect charges with respected to entire travel program.
Review travel associated invoices as well as statements for accuracy plus codes for Accounts Payable.
Ensure to compare invoices with genuine travel transactions to validate every charge.
Identify most suitable as well as best quality service with reasonable possible rates.
Perform with Travel Agency to verify travel details and arrange reservations using existing flight schedules as well as Internet resources.
SECRETARY CUM ACCOUNTS
Prepares cheque, cheque voucher, sales report, bank reconciliation, invoices, quotation and correspondence.
Forward Statement of Accounts, Receipt Vouchers and Drawing Inquiries to all the project owners by SMS or by mail.
Handles petty cash and disbursements of all accounts payable.
Verifying suppliers invoice before giving to accounting department for payment.
Responsible for the smooth running of the company and administrative operations.
Keeping employee’s records and ensures all documents/procedures pertaining to the continuation of the business are correctly completed and adhered.
Maintains good customer relations by taking appropriate action in cases of queries and problems.
Performs and ensures accuracy on clerical functions like encoding, filing, sending messages and documents.
Arrange for travel/hotel accommodation for officers through travel agent.
Records and distribute incoming documents receive by fax, post of couriers.
Monitoring and purchasing office supplies, IT, pantry supplies and printing materials.
Request for quotation for different suppliers of office supplies, materials, hotel rates, flight tickets and rent-a-car, etc.
Update company website for the latest news, new handled projects and project photos daily.
Answering phone calls.
Preparation for the Tender Invitation.
Prepare Tender Invitation to send to the selected Contractors.
Collect drawings from respective engineers and prepare soft copy/hard copy to be given to the Tenderers.
Set Contractors for schedule for the Tender opening.
Prepare comparison for the Tender results.
Prepare BOQ (Bill of Estimated Quantities) and Project Specification for the chosen Contractor.
Request for quotations for: Maintenance and Installation offices for Swimming Pool, AC, fire fighting, etc., Suppliers for Elevators (Villa-Building-Mall), Aluminum and Glass and all supplies related to MEP works.
File drawings and encodes data upon receiving approvals from Municipality/Town Planning from respective in-charge.
Files project documents individually and ensure the completeness of the required data and assuring the date is currently apply for usual needs especially for renewal of some documents such as passport/Family Record, Site Plans/Affection Plans (to be update and prepare for renewal, if necessary).
Update Project Status daily to be submitted to the Technical Manager.
ACCOUNTS ASSISTANT
Manage all financial loan transactions from borrowers, posting debits and credits entries, producing daily deposits and checks collections, and recording all transactions. Prepare payroll/check encashment for salaries and wages of employees and financial summaries using Microsoft Excel. Generate fund transfer from bank to bank. Create invoices and track overdue accounts. Assist with researching and resolve billing and collections disputes.
Key Contributions:
Update monthly reports - Collection and deposits - Loan releases per program - Check issued of corporate operating fund and loan fund post dated checks of borrowers - Cash disbursement records from District to Central office - Statement of remittance and disposition of funds and Collection and remittance reports.
Monitoring and handing borrower’s post dated checks. Analysis and recommendations and comprehensive audits of procedures.
Manage financial transactions and record keeping with strict attention to details. Verified and prepare statement of accounts per borrower’s request. Reconciled and balanced accounts and computed index per program rates. Compile statistical reports for segregate loan documents. Generate monthly statements and invoices for Payables and Receivables. Process received loan application documents. Encode amortization schedule, payroll and vouchers. And prepare documents for rediscounting venture.
Ensure accurate and timely processing of accounting data. Performed accounts receivable functions, balancing cash and posting sales invoices. Work with accounts payable department to post invoices. Accurate entered transactions into proprietary company accounting system. Completed and prepare documents for notarization.
Bachelor of Science in Commerce Major in Banking and Finance Graduated March 2002