Executive Administrative Assistant
Private Office of H.H Sheikha Afra Bint Zayed Al-Nahyan
مجموع سنوات الخبرة :12 years, 11 أشهر
(Was honored & upgraded to this position)
-Handle all information in a confidential manner.
-Office administration: filing & typing correspondence.
-Maintain hard copy and electronic filing system.
-Customer & supplier liaison.
-Gathering and capturing of information for preparing reports for Her Highness & the General Manager.
-Assist the managing director, financial manager & HR manager when needed.
-Writing up of orders & requesting / receiving quotes for orders.
-Attending meetings and keep minutes.
-Provide administrative and clerical support to departments or individuals.
-Arrange for outgoing mail and packages to be picked up.
-Sign for UPS/Fed Ex/Airborne packages.
-Prepare confidential and sensitive documents.
-Coordinates office management activities.
-Determine matters of top priority and handle accordingly.
-Plans events and volunteer activities.
-Maintain office procedures.
-Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders.
-Submit and receive document billing/application and filing for business transactions.
-Answer simple inquiries related to business workings and project premise.
-Assist the Finance Department by translating all the memos and reports into Arabic and preparing it.
*Accounting tasks:
-Handling company petty cash and related reports.
-Depositing all rental cheques C/D & PDC.
-Preparing monthly bank reconciliation.
-Credit controlling and following up with all receivable transactions.
-Responsible for all payable tasks and reconciliations, reports & preparing the payments.
-Preparing all VAT requirements and calculating it with our tax agent (consultancy agreement only with the tax agent).
-Preparing staff salaries.
-Coordinating with the property managing company + facilities maintenance company.
-Preparing taxable invoices for commercial tenants.
-Setting up procedures and data flow chart for documentation, approvals and other operational actions.
-Internal auditing for company expenses.
-Managing all accounting filing.
-Auditing all leasing contracts for 2017 - 2018 - 2019.
-Proceeding all Tenants handovers and preparing final handovers. Managing all water & electricity accounts for all properties.
-Excellent communication skills such as writing professional letters and memos about changes and inquiries from the management.
-Administration Responsibility.
-Manage office requirements, maintenance, purchases and attendance.
*Secretary / Admin tasks:
-Handle all information in a confidential manner.
-Office administration: filing, typing correspondence, faxing.
-Maintain hard copy and electronic filing system.
-Customer & supplier liaison.
-Gathering information for reporting purpose and capturing of information on the forecasts, budgets and actual system.
-Assist the managing director, financial manager & HR manager when their secretaries are out of office.
-Writing up of orders & requesting / receiving quotes for orders.
-Attending meetings and keep minutes.
-Provide administrative and clerical support to departments or individuals.
-Arrange for outgoing mail and packages to be picked up.
-Sign for UPS/Fed Ex/Airborne packages.
-Prepare confidential and sensitive documents.
-Coordinates office management activities.
-Determine matters of top priority and handle accordingly.
-Plans events and volunteer activities.
-Maintain office procedures.
-Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders.
-Submit and receive document billing/application and filing for business transactions.
-Answer simple inquiries related to business workings and project premise.
-Ensure financial records are maintained (i.e. accounts receivable client file, supplier account payable, etc).
-Processing all invoices, receipts, credit notes, statements of accounts, purchase payments to clients and suppliers using Odoo or SAGE Account system.
-Collection of payments/receivables from clients on a daily basis or as agreed payment terms and conditions.
-Ensuring Credit Card Authorization (CCA) is in place for high frequency clients. And Monitoring and charging clients Credit Card as per CCA workflow process.
-Monitoring customer account details for non-payments, delayed payments and other irregularities.
-Maintaining and filing invoices, receipts, sales reports on a daily basis.
-Provide assistance in budget preparation and monitoring.
-Preparing employees’ monthly wages through WPS and annual benefits.
-Monitor all supplier accounts to ensure payments are up to date.
-Assist and coordinate with HR department to ensure an up to date Finance systems, workflows and procedures.
-Assist in all daily office administration works.
-Provide WPS documents for employees’ salary to HR for bank deposit.
-Process all other bank documents (i.e. wire transfer, follow- ups, etc.) as per day to day requirement.
* Verifying accuracy of Legal /Maintenance/ Rent and security Deposit Refund payments against contracts and work orders as per the agreed procedures (for Abu Dhabi - Al Ain- Sarah branches).
* Checking & verifying validity & terms of contracts while processing the invoices.
* Tracking of cheques / cash details related to rents and security deposits and ensuring they are available in the correct accounts.
* Verifying accuracy and approvals for insurance/ Municipality and W&E invoices.
Verifying account details and balances for the invoices processed.
* Auditing and paying all the invoices as a batch and process it to be send to the bank.
Preparing and ensuring execution of journal vouchers done.
* Processing of staff claims.
Coordinating with other units for invoices related issues.
* Participating and assisting in allocating accounts payable unit tasks with regards to invoice processing.
* Processing (ADDC, DEWA, FEWA, SEWA & Abu Dhabi Municipality) payments through Pay Order System After processing the payments in oracle & transfer the amounts to the related accounts.
* Transferring amounts needed for the payments between rent maps & provision account when required.
* Processing all payments through pay order system to be send to the RBO.
* Preparing weekly report of all outstanding NSF (Non-Sufficient fund) payments.
* Preparing JVS for adjustment when required for maps & provision. Also to post the overdrawn amounts from rent to provision for the NSF released amount by ICD as per our request.
* Reissue cancelled cheques for (wrong beneficiary, wrong amount & expired cheques) through the pay order system after confirming the cancellation of the cheque & credited the amount to the correct account.
* NSF payments review, Approve & release once available with full record & history of the pending up to date.
* Assist with annual budget preparation as required.
* Following up statements of suppliers with our records & reconcile them with their records when required.
* Paying projects payments
* Reconciling finance accounts.
* Following special requests from the owners & bank staff for all the properties when required.
* Full expense reports about release properties.
-Worked closely with IT team in development and implementation of Yardi system for Facility Management.
-Checking that agreed work by staff or contractors has been completed satisfactorily and following up on any deficiencies.
-Receiving, checking, and registering all the maintenance contractors’ payments.
-Preparing the payments passing forms.
-Track all the payments information in system.
-Preparing monthly accounting reports and all requested reports.
-Full maintenance expenses reports about released properties.
-Handling & follow up customers’ requests or complains.
-Forwarding the invoices to payments team with full supporting documents after required approvals and checks.
-Prepared a comprehensive report on a property managed by MPM which helped winning legal case in the court and saved substantial amount in legal compensation and promoted to Finance Department as a reward.