Administrative Officer
Turning Pointe
مجموع سنوات الخبرة :11 years, 8 أشهر
* In-charge of the ballet/dance uniforms.
* In-charge of releasing uniforms from teachers orders, online shop and walk-in customers.
* In-charge of ordering the uniforms from international/local suppliers.
* Handling couriers like TCS and Fetchr.
Administration job:
- Put in-charge of the reception area when the receptionist left.
- Handles phone inquiries, email correspondence and walk-in clients. Transferring calls to concerned persons. Gives customers complete information regarding their queries.
- Keeping reception area tidy.
- Maintains office supply. Re-stocking office supply.
- Greet and assists visitors on their inquiries.
- Assists the Accountant in the inventory of the products and office materials in the office.
- Registering students with the use of ACT Sage Software and DanceBiz App.
- Invoicing using the Peach tree Software as well as the DanceBiz App.
- Receipting using the Peach Tree Software, DanceBiz App and Quickbooks.
- Assists in our Shows.
Job Responsibility
Trading Business
• Handles clerical duties including: typing, filing, photocopying, facsimile, email correspondence, incoming and outgoing communications, letter drafting and others.
• Answers phone calls. Transferring calls to concerned persons. Gives customers complete information regarding their queries.
• Greet and assists visitors on their enquiries. Prepare drinks like coffee/tea, water to visitors. Maintain cleanliness and tidiness at the reception area as well as the conference room.
• Maintain records of the employees ' attendance. Manually gets the employees’ signature in the attendance sheet.
• Maintain and update client lists.
• Did a little bit of telesales to salon and spa by introducing our products and sending them email with our product list.
• Make quality calls and cold calling to our clients to get feedbacks from them regarding the pros and cons of our products.
• Maintain/update Facebook, Twitter and LinkedIn account by posting ads and / or facts about our products.
• Assists the Accountant in the inventory of the products and office materials in the office.
• Assists the marketing director in ordering the products by making requisition letter to be approved by the CEO and Managing Director.
• Making the IPO/LPO and contacting the suppliers for the orders. Keeping track of the shipment.
• Preparing the orders of the clients. Asks for quotations for delivery of the orders thorough couriers (ARAMEX, SPEEDEX, CEVA, and UPS). Make the Invoices and arrange for pick-up and delivery of the products. Or prepare the orders and make the Invoices to be given to our sales staff if clients are from UAE.
• Email/telephone correspondence to our clients to follow-up if they have received the package or not.
• Assisting the walk-in clients on their orders/purchase if the sales and/or marketing manager are out of the office.
Nursery school set-up
• Head Office - assisted the Managing Director and Nursery Director in putting up a nursery school for children.
• Contacts services and suppliers for nursery related works.
• Asks for quotes and making LPO and IPO from suppliers of nursery resources and equipment’s approved by the Managing Director and Nursery Director.
• Receiving and inventory of the shipments from international supplier and/or local suppliers to check if all items are accounted for and there is no damage.
• Posting job ads to the different online job ads and select suitable candidates to certain positions and schedule appointments for the interview as per advised by the Managing and or Nursery Directors calendar of activity.
• Collect documents of newly hired staff and forward it to the PRO.
• Maintaining hard and electronic copies of the staff documents.
• Keeping track of the expiration dates of the documents especially the government ones.
• Handled petty cash.
• Assisted the accounts, IT officer to some clerical jobs.
Assigned at the nursery
• Made a database for all the registered children.
• Filing of the children’s documents.
• Handled payments received from parents for the child’s registration and providing them Invoices and receipts. Make a weekly cash/cheque reports. Remits all collected cash and cheques to the Managing Director.
• Handled petty cash. Made petty cash report once amount is below the budget limit and requests for a top-up.
• Made a suppliers list and collected suppliers documents (Trade License, etc) for reference and record.
• Make requisition and LPO for office, cleaning and nursery supplies.
• Assists the PRO by preparing the staff documents.
• Post job ads and schedule interview appointments.
• Inventory of school, office and cleaning supplies.
• Assists the Front Desk Officer/Marketing Manager/Nursery Director/Teachers/Assistant Teachers and Cleaner in various clerical task and other tasks.
Job Responsibility
• Handles clerical duties including: typing, filing, photocopying, facsimile, email correspondence, incoming and outgoing communications, letter drafting and others.
• Answers phone calls. Transferring calls to concerned persons. Gives customers complete information regarding their queries.
• Greet and assists visitors on their enquiries. Prepare drinks like coffee/tea, water to visitors. Maintain cleanliness and tidiness at the reception area as well as the conference room.
• Maintain records of the employees ' attendance. Manually gets the employees’ signature in the attendance sheet.
• Maintain and update database for salons (clients) in the UAE and also other countries in the MENA for the sales reference.
• Did a little bit of telesales to salon and spa by introducing our products and sending them email with our product list.
• Make quality calls and cold calling to our clients to get feedbacks from them regarding the pros and cons of our products.
• Maintain/update Facebook, Twitter and LinkedIn account by posting ads and / or facts about our products.
• Assists the Accountant in the inventory of the products and office materials in the office.
• Assists the marketing director in ordering the products by making requisition letter to be approved by the CEO and Managing Director.
• Making the IPO/LPO and contacting the suppliers for the orders. Keeping track of the shipment.
• Preparing the orders of the clients. Asks for quotations for delivery of the orders thorough couriers (ARAMEX, SPEEDEX, CEVA, and UPS). Make the Invoices and arrange for pick-up and delivery of the products. Or prepare the orders and make the Invoices to be given to our sales staff if clients are from UAE.
• Email/telephone correspondence to our clients to follow-up if they have received the package or not.
• Assisting the walk-in clients on their orders/purchase if the sales and/or marketing manager are out of the office.
Job Responsibility:
• Handles clerical duties including: typing, filing, photocopying, facsimile, email correspondence, incoming and outgoing communications, letter drafting and others.
• Answers phone calls. Transferring calls to concerned persons. Gives customers complete information regarding their queries.
Greet and assists visitors on their enquiries.
Making request letters for school activities, office supplies etc.
Inventory of the office material and medicines in the office.
Make requisition letter for new stocks of office materials and medicines (requested by the attending physician and dentist) and getting the approval of the director and forwarding it to the purchaser.
Receiving and checking of the delivered products.
In-charge of collection of payments from and remittance to the service provider.
Give first aid to the clients (employees, students). Like getting the BP, checking temperature, wound dressing, etc.
Giving over the counter medications to clients who have minor illnesses such as colds, fever, etc.
Recording the transaction (medicine giving) in the logbook by taking not for what medicine was given, quantity, students/employees name and their designation as well as getting their signature.
Responsible for setting up appointments for our clients.
Assists the doctor/dentists/nurse in the office.
For enrollment period assisted the nurse in providing medical certificates to the new and old students by collecting their medical results (x-ray, cbc, urinalysis, fecalysis, ishihara test and audiometry test) required by the school.
Filing the documents according to the student’s courses.
Assisted the nurse in giving HEPA B vaccination to the students as per required by the school.
Facilitates/assists in conducting trainings, seminars, conferences and symposiums on health consciousness and issues held in the school.
Other tasks assigned.
Attends to clients coming to the office by helping them through their inquiries concerning about the office.
Handles clerical duties including: typing, filing, making copies and etc.
Answers phone calls and gives customers complete information regarding their queries.
Request and purchase office supplies.
Receive and reviews the documents of the applicants for the on the job training and apprenticeship of maritime students and graduates.
Schedule embarkation of said applicants if application is approved by the operations manager.
Monitor their schedule of disembarkation.
Keep and maintain records in order.