Administrative Officer
Business Boutique DMCC - Dubai, U.A.E.
مجموع سنوات الخبرة :18 years, 6 أشهر
Work Description:
1. Manage Reception Area by answering and filtering telephone calls, assisting inquiries and direct to the concerned person.
Assist client, customer, guest, send to meeting room, offer drinks and informed the contact person. Ensures reception and
meeting room is always clean and with enough supplies of water, chocolates, brochures, tissues, pen and paper, etc.
2. Preparation and submission of Daily Plan and Daily Plan Report.
3. Checking and booking meeting through Google calendar and sending communication to the team.
4. Daily Checking of Attendance on the system and submit late comers of the day and monthly attendance to HR.
5. Daily Checking of Office Landline, Telephone Extension Numbers, Internet, Server, Door Access, Keys and inform /
coordinate with IT vendor incase not working for immediate action.
6. Office Management - supervise the Office Assistant and assist to ensure daily cleanliness of the office, with enough office
supplies and day to day needs are met.
7. Receive and endorse deliveries received such as food orders, documents, courier / mails etc.
8. Source and purchase office supplies, kitchen and pantry supplies, office equipment, furniture’s, office gadgets etc. repair and
maintenance if needed for any works to be done in the office and get Department and Finance approval for the same and
coordinate to the vendor for the quotation, schedule of works, delivery date, delivery receipts / service report and invoice for
processing the payment and update on expense tracker.
9. Weekly groceries purchase, water purchase, shredding of un-used documents and preparation of weekly statistic points -
score per weeks from the works accomplished.
10. Coordinate with the vendor for the requirements needed by the Building Management for the preparation and approval of
Work Permit, Move - IN, Move out Permit, NOC’s, Delivery / Pull out Permits.
11. Process purchase and renewal of Car Access Parking from Concordia.
12. Posting Ads for Furniture’s for sell in Dubizzle and coordinate with the buyer.
13. Facilitate troubleshoot / fixing of printers incase not working and other office equipment.
14. Coordinate courier services for outgoing documents to be sent outside the country through DHL.
15. Printing, scanning and any other clerical tasks.
16. Source and purchase gifts for staffs like spa certificates, tennis session certificates, flowers and cakes purchase and other
purchases as per request including booking of restaurant for business lunch / meeting.
17. Source and order signage for office like push and pull, department name label, washrooms signage, organizational board and
organizational chart printing for updates, books, etc.
18. Processing of Cancellation and Refund of DEWA, DU and Empower service.
19. Assist all departments to ensure day to day smooth operation of the office is met.
Work Description
1. Attending customer’s new inquiries, promoting the products and services and facilitation of the client subscriptions.
2. Contracts and permit preparations.
3. Preparing daily schedule of the Operations Team, Schedule for client MS, Accounts cheque collection, and other client/ customer’s needs.
4. Entering details of new customer to Zoho Books Account and Payment preparation of the new customers through Telr system - payment link.
5. Client’s Master list and Service Report updating.
6. Attend customers complain and send to the technician team to take actions, monitor progress and record.
7. Daily monitoring and checking of those clients with nearly due monthly service and communicate with them to arrange schedule visit.
8. Daily calendar checking and updating notes from other departments.
9. Managing daily operations from internal and external customers.
10. Admin management such as Service Report purchase order, assisting telephone calls, sending / checking emails and business whatsapp messages and zoho cliq applications, team coordinator, trainings booking schedule for the team, printing, scanning, etc.
11. Updating new Leads received to Zoho CRM and creating jobs through Zuper Pro applications.
12. Checking and completing task assigned in Zoho CRM.
13. Project coordination which includes PTW (permit to work preparations), Access Passes / ID Preparation and other work related documents and needed requirements from Facilities Management in EXPO Dubai, Dubai Airports / Emirates, Dubai Metro RTA, MOTF ( Museum of the Future ), Hotels, Spa, Clinics, Shop, Restaurants, ADCB Banks, etc.
1. Handle incoming calls, incoming documents/parcel, assist internal and external customers, manage the Reception area.
2. Prepare Purchase Order for Office Supplies, Stationeries, Groceries/Foods/Coffee in the Pantry, other office items needed by different Departments.
3. Preparation and Issuance of Access Card/ID, Car Parking Access, Business Cards, Visitor Pass, Locker and Key.
4. Addition and Deletion of Employees Email Address on the group system and telephone directory updation.
5. Meeting Room / Conference Room Booking.
6. Preparation of Payment Request for DEWA and ETISALAT BILLS, HR Expenses, IT Expenses and Facilities Support Expenses.
7. Keeping Record of all monthly expenses/purchases and tracker for all Purchase Order made and Payment Request.
8. Proper coordination / collaboration with all Departments to ensure that all their requests has been processed on time.
9. Constant follow up with the suppliers/vendors for the delivery of the items purchased.
10. Preparation of Communication to be sent to all employees with regards to Building Maintenance, Fire Drill, Pest Control etc.
11. Finance coordination for Payment Request status.
12. Other clerical task such as checking and sending emails, scanning, printing, photocopying.
1. Manage the Reception area, assisting visitors, clients, guests by giving them a warm welcome approach, treating them in a cheerful and friendly manner.
2. Handles incoming and outgoing calls. Screening telephone calls, determines purpose of calls and deal with all enquiries in a professional and courteous manner. Record all outgoing calls made (excel tracker). Maintain a record of all enquiries calls by adding and updating on the SAGE CRM system. Generate call log registers through PBX Lodger/ AGG Software.
3. Record all incoming and outgoing documents. Route all incoming documents received.
4. Facilitate courier services from purchase order of the prepaid coupons (courier payments) to liquidation of the coupons used. Prepare monthly report.
5. Handles conference room booking for internal meetings.
6. Prepare JAFZA pass - Jebel Ali Free Zone pass for all the staffs going to Jebel Ali
7. Performs clerical tasks such as printing, photocopying, scanning, sending email and fax.
8. Update contact list, coordinate with IT team for speed dial requests and telephone extension for new staffs.
9. Prepare initial forms - joining forms as well as user access forms for new employees and take signatures of managers and partners then submit to HR for record.
10. Arrange courier for collection of passports for visa stamping of new employees. Make a constant follow up with the courier.
11. Updating the HR Master list by keeping record of all the employees documents such as passport, visa, emirates ID, photo etc.
12. Prepare the medical insurance of the new staffs and medical deletion for the resigned one.
13. Prepare separation forms for the resigned employees.
14. Giving assistance to colleagues on their absence such as printing proposals, sticker labels, issuance of job nos., recording and facilitating reports for client’s delivery; coordinating with the Drivers for transportation arrangements; recording and facilitating Cheque Collection payment to the Client.
15. Record all Michelin Invoices received for Accounts Processing.
16. Provide assistance to all staffs, AA’s, Managers, Directors, Partners of all departments and all sites.
1. Handles Office Supplies Management (issuance monitoring, purchase, monthly inventory)
2. Facilitation of Printing Services (includes tarpaulin request, photocopying, in-house printing, laminating, cutting, binding request)
3. Purchase Request / Purchase Order processing.
4. Monitor deliveries and coordinates invoices, delivery receipts, PO’s to Finance for payment processing.
5. Handles Capital One Store Items Management (purchases, daily store sales report, monthly inventory)
6. Facilitate orientation / induction of company’s new hires employees.
7. Giving assistance in supervising third party personnel - janitors, messengers, gym instructors, concessionaire staffs.
8. Locker Management / Non IT Asset Management / Shuttle Services Management / Concessionaires Management
9. Clearance processing of resigned employees
10. Travel Management (Visa processing and Hotel booking)
11. Assist internal and external customers.
12. General clerical administrative task such as emailing, faxing, arranging meetings, set up of meeting rooms, attending meetings in behalf of Manager, answering telephone calls.
1. Clearance processing.
2. Handles Department budget tracker in the absence of Line Manager
3. Supervise the needs of the internal customers (headsets, office supplies, laminating, printing, shuttle services schedule, lockers, padlocks, vending machine, personal mails, tarpaulin requests, invoices and other Admin stuffs.)
4. Manage the reception/lobby area.
5. Reconciliation of Petron Fleet Card Billing for both sites.
6. Monitor Drivers log sheet daily to track the total nos. of passengers.
7. Monitor fuel monthly consumption.
8. Facilitate/track Janitorial/Messengers/Drivers billing in the absence of Asst. Manager.
9. Handles Department Leave tracker.
10. Facilitate Business Cards Request for both sites.
11. Daily monitoring of fax machine users.
12. Take charge on troubleshooting of laminator machine, fax machine, photocopier, shredder machine, ATM machine and other Admin Equipments.
13. Handles international courier services, monitor/track airway/tracking bills.
14. Handles internal messengers and motorized messengers.
15. Locker Management.
16. Facilitation of Printing Services Request (includes photocopying, laminating, ring binding).
17. Assist on deliveries and releasing/tracking of GRN - Gross Receipts Note and SCR - Service Completion Report.
18. Handles OPEX and CAPEX purchases.
19. Issuance of Lateral/Pedestal Key and Whiteboard for operations use.
20. Non-IT Fixed Asset Inventory.
21. Non-IT Fixed Asset monitoring of movement.
22. Non-IT Fixed Asset monitoring and maintenance.
23. Non-IT Fixed Asset Update of Barcode System.
24. Reconcile the registered maintained gate pass.
25. Prepare PRF's for Fixed Assets PO's.
26. Handles GYM Management.
27. Approves Resource Database Reservation.
28. Handles Newspaper and Magazine Requests (includes purchases, deliveries and monitoring issuance).
29. Assist internal and external customers.
30. Handles Office Supplies Management (issuance monitoring, purchase, monthly inventory)
31. Travel Management (Visa processing and Hotel booking).
32. Facilitate orientation / induction of company’s new hires employees.
33. Handles HSBC Store Items Management (purchases, daily store sales report, monthly inventory)
1. Log Invoices, RFP (Request for Payment), Cheque and Liquidation then transmit to finance.
2. In-charge for LCD reservation and Banners use for Convention and Meetings.
3. Booking/Hotel Accommodation for Dr.s and MR (Mid Rep.) during Convention.
4. Clerical tasks such as: photocopying, faxing, encoding and answering telephone calls.
Organizing, filling dealers file, assisting telephone calls, encoding and other clerical functions.
I was responsible for screening and hiring of applicants to be deployed to our different clients. This includes giving them proper orientation and filing their 201 files.
In addition to this, I was tasked to negotiate with our clients.
Supervising the attendance of the operations line, filling up daily journal including input/output of the day, checking the workplace before and after the operation process and performing operational task.
Entertain/assist customers, doing sales report and product inventory.