Executive secretary
Options Furniture Center
Total years of experience :7 years, 8 Months
Responsibilities:
Attending calls, fax, email, post on daily basis for purchase department.
Collecting Ocean freight from company’s approved shipping agents and sending nominations to competent shipping agents and also informing overseas suppliers.
Keeping record of shipment departure and Arrival dates to follow up.
Also responsible for cross checking shipment LC documents received from suppliers till LC documents are received and confirmed by bank.
Keeping and updating Material Stock Report with close in touch with Accounts department and warehouse on monthly bases for more than 100 Suppliers.
Attending calls, fax, email, post on daily basis for purchase department.
Collecting Ocean freight from company’s approved shipping agents and sending nominations to competent shipping agents and also informing overseas suppliers.
Keeping record of shipment departure and Arrival dates to follow up.
Also responsible for cross checking shipment LC documents received from suppliers till LC documents are received and confirmed by bank.
Keeping and updating Material Stock Report with close in touch with Accounts department and warehouse on monthly bases for more than 100 Suppliers.
Updating Contact details and documents, pricelists of overseas suppliers.
Corresponding with suppliers for discrepancy reports received from showroom customer service and warehouse and replacement of damage items.
Maintaining and updating Samples, pricelists and catalogues from more than 100 overseas suppliers.
Ordering refreshment for purchase department visitors.
Responsible for maintenance of purchase department equipments(fax, printer, telephone etc.) and stationery.
Position: Reception/Secretary/ Account assistant /
Administration in charge
Company: M/s. Emirates E- Management
M/s. Al Baker International property Management services
M/s. Emirates Star Heavy Equipment Services
Responsibilities:
Attending telephone calls and customer enquiries.
Systematic filing of the records and documents also preparing Cd and File labels by computer.
Maintain office supplies, stationery and printing requirements (i.e. business cards, letterheads, etc).
Handle sensitive and confidential correspondence and information.
Preparing Quotation, LPO, Invoices & Performa invoices, receipt and payment vouchers.
Making receivable and payable statements every month.
Follow up and reporting to General Manager with regards company policies to deal with clients.
Follow up of outstanding payments.
Reply and respond to daily posts, E-mail and faxes.
Scanning and keeping record of contact details of clients and suppliers in Eudora and Outlook.
Making travel arrangements, Air line booking & hotel reservation.
Maintaining the MD calendar ensuring that the president is briefed on his schedule.
Keeping record & applying for Employee’s Employment visa, passport, work permit and visit visa status.
Applying for Visit visa on line for the company.
Arranging meetings and preparing interoffice memos and minutes.
Making correspondence with suppliers and inquiry regarding material to purchase.
Maintain Attendance record of Office and technical Staff.
Prepare and maintain tenancy contracts, samples, profiles, catalogues and workmanship proposal and submittal for prospective clients.
Placing advertise in news paper for property, company profile and also for job vacancy available within company.
Also responsible for office stationery and equipments maintenance.
Creating, managing and filing highly confidential files and records and other assignments.
Prepares and facilitates for the Managing director and his family’s domestic and international travel arrangements. This includes hotel booking, airport transfers, car/vehicle rentals, full travel plan, airline booking.
Handles all assignments and tasks of the Department in the absence of the Managing director, and carry out instructions and to delegate work as required.
Bachelor in commerce from Karachi University-Pakistan in 2000. Pre-Engineering (F.Sc) from P.E.C.H.S College Pakistan. Metric from Pakistan Education Academy –Dubai. 1) Microsoft office Package (Word, Excel and outlook) “Expert”. 2) Adobe Photoshop. 3) Oracle PLS/SQL. For programming and data entry. 4) Fox accounting software. 5) Quick Books. 6) Tally 4.5, 5.4,6.3 accounting software 7) Internet browsing & E-Mail (Send & Receive).