Executive Secretary To General Manager
AlSabbil National Company ( AlZayed Group)
Total des années d'expérience :16 years, 5 Mois
Tasks:
• Performed administrative duties including managing office correspondence and handling incoming and outgoing mails. Efficiently distributed incoming mails to relevant departments.
• Conducted diligent follow-up on suppliers' emails regarding material readiness, shipping details, and pending payments.
• Sought quotations from shipping companies and diligently tracked shipment arrival dates.
• Responded to phone calls and skillfully directed tender calls to the appropriate departments.
• Effectively managed inventory and proactively placed orders for necessary supplies.
• Ensured proper maintenance of office equipment to maximize operational efficiency.
• Meticulously maintained work logs to monitor and track the activities of office employees.
• Provided valuable assistance in filing and scanning office documents to ensure organized record-keeping.
Tasks:
• Demonstrated proficiency in utilizing Al SHAMEL and FOCUS 9 systems to efficiently process daily and monthly purchase orders, quotations, invoices, and petty cash expenses.
• Conducted thorough reviews and approvals of purchase orders to ensure accuracy and adherence to company guidelines.
• Engaged in effective communication with vendors, securing competitive price quotes, and skillfully negotiating discounts when possible.
• Coordinated closely with suppliers to monitor material availability, guaranteeing timely delivery of goods.
• Maintained meticulous records of all purchasing activities, ensuring comprehensive documentation and easy retrieval of information.
• Ensured strict compliance with company policies and procedures throughout the entire procurement process.
• Generated necessary submittals for client or consultant approval, aligning with project requirements and specifications.
• Prepared comprehensive summaries detailing overtime data for the production and dispatch of international purchases.
• Coordinated with suppliers and freight forwarders to facilitate the smooth shipment of materials and their timely arrival at the warehouse in Kuwait.
• Compiled and organized all essential documents required for the release of shipments to freight forwarders.
• Managed and tracked all correspondences from material requests to the actual delivery of materials, including diligent follow-up schedules.
• Maintained a well-organized soft copy repository in the company server shared folder for convenient access and reference.
Projects:
a) Al Tijaria Towers (April 2005 - August 2005)
b) Al Hamra Towers (2007 -2014)
c) Capital Markets Authority (Al Hamra Towers) (2014 -2015)
d) Level Towers (2015 -2017)
e) Municipal Council Building Project (2017 -2020)
Tasks:
• Efficiently managed phone calls and provided professional reception services to clients during meetings and appointments.
• Implemented effective systems for organizing and maintaining logs, records, and documents, ensuring efficient retrieval as needed.
• Received, verified, and stamped incoming documents, demonstrating meticulous attention to detail.
• Independently handled correspondence, emails, scanning, and filing, ensuring timely and accurate document management.
• Prepared meeting materials, including agendas and final reports, contributing to the smooth and productive conduct of meetings.
• Compiled and prepared comprehensive weekly and monthly reports, providing valuable insights and updates to management.
• Assumed responsibility for managing attendance records and maintaining accurate leave records for staff members.
• Assisted clients and contractors in the absence of their secretaries, offering seamless support and maintaining a high level of professionalism.
• Ensured the proper maintenance of office equipment and promptly restocked stationery supplies as necessary.
• Played an integral role in training new staff members, sharing knowledge and facilitating their successful onboarding.
• Contributed to the Al Tijaria Towers site project by utilizing project management software, such as Projectmates to support and streamline project-related tasks and processes.
Projects:
a) Al Dhow Tower
Tasks:
• Efficiently managed phone calls and provided professional reception services to clients during meetings and appointments.
• Implemented effective systems for organizing and maintaining logs, records, and documents, ensuring efficient retrieval as needed.
• Received, verified, and stamped incoming documents, demonstrating meticulous attention to detail.
• Independently handled correspondence, emails, scanning, and filing, ensuring timely and accurate document management.
• Prepared meeting materials, including agendas and final reports, contributing to the smooth and productive conduct of meetings.
• Compiled and prepared comprehensive weekly and monthly reports, providing valuable insights and updates to management.
• Assumed responsibility for managing attendance records and maintaining accurate leave records for staff members.
Shorthand Typing Business Correspondence Office Management (Book Keeping and Filing) Personality & Human Relations (including PR) Practical Office Routine Electronic Typewriting Electronic Fax machine Computer Operating (DOS, MS Word & Excel)
Main subject - Accounts
