Senior Administrative Assistant
Sidra Medicine
Total years of experience :14 years, 4 Months
Coordinates, collaborates, manages and executes administrative support activities for the department director. Serves as a primary focal point of contact within the department and redirects to required persons within the department; provides administrative support in the areaa of electronic records management and office systems and administration.
General Tasks
Main focal point for all SDI office requirements and office issues.
Main focal point for SDI staff IT issues to local and Canada IT
In charge of purchasing for office supplies, office equipment, etc.
Liaises with Transport Department regarding driver requirement/deliveries for SDI
Main focal point for boardroom booking request.
Main focal point for all printing requirements of SDI office stationeries such as letterhead, vouchers, envelopes and business cards.
Liaises with network printer supplier’s helpdesk regarding SDI’s network printer maintenance and other technical issues.
Arrange for newspaper/magazines annual subscription
Arrange for cleaning company for whole Dallah Group office if needed.
Liaises with warehouse custodian for any item/s we need to retrieve from the warehouse.
Liaises with Ooredoo for any office line connection requirements
Liaises with insurance provider regarding yearly health insurance renewal and new application for new staff
Books flights and hotels needed for events/projects or if there are any overseas guests.
Arrange for laptop repairs outside in the event that it can’t be done by inhouse IT.
Monitors incoming facsimile messages.
Monitors SDImktg info email aside from my own SDI email ID.
Distributes physical mails from SDI PO box to the staff.
Liaise with DHL/Aramex in case there are exporting/importing requirements.
HR Related Tasks
Monitoring, tracking and filing (softcopies) of staff leave and benefits
Liaises with Mandoup regarding staff visa renewal, exit permit, employment contract and other immigration requirements.
Files the staff ID, passport in soft copy format.
Processing the onboarding of incoming SDI employees/interns and sending it to local and Canada HR.
Request of email ID for new staff/intern from Canada IT.
Liaise with local IT in configuration of the requested email ID and access to server.
Air ticket and accommodation of new staff, if needed (for employees)
Raises certificate of employment for all former staff if required
Books flights and hotel for staff, if needed.
Finance Related Tasks
Petty cash custodian
Raises purchase order for suppliers and invoice for clients.
Filing (softcopy and hardcopy) of purchase order and invoices
Raises vendor form for suppliers.
Raises letter to client for tender bond, event contract and other related document collections.
Liaises with clients regarding PO numbers and for all invoices.
Monitors and reviews SDI’s monthly Ooredoo bills prior to submitting it to Finance Department.
Bridge between SDI staff and Finance department in sending their expense sheets and other finance related documents.
RFP/Tender
Checks potential RFPs in local newspaper on a daily basis
Raises letter to client for tender documents collection
Prepares and arranges all admin documents required in the RFP
Liaises with production department regarding printing of technical proposal presentation and box package for RFP submission
Liaises with Transport department for request of driver to deliver the tender
Reviews the final RFP commercial proposal for submission prior to CEO’s signature
Prepares the packaging of all RFP submissions and handing it over to te assigned driver
Files all softcopies of tender documents submitted commercial & technical proposals and other documents related to RFP
Main focal point of Digital Print Center to Qatar Shell and other GMs’ clients.
Prepares necessary requirements for tenders.
Raise quotations, purchase orders, invoices and GMs’ monthly sales report.
Liaise with suppliers regarding production requirements for GMs’ clients.
Liaise with production department regarding job requests of GMs’ clients.
Monitors and supervises all company secretaries.
Delivers invoices and job requests to clients, if necessary.
Monitors GMs’ emails on a daily basis.
Maintain GMs’ physical and electronic files.
In charge of hiring staff, conducts the initial interview prior to the GM.
Raise job offers for possible staff candidates.
Compose corporate memorandum upon GMs’ advise.
Focal point of the entire office maintenance requirements.
Provides training for newly hired secretaries.
Monitors and manages staff email quota in the corporate email system.
Serves as bridge of other departments to the GM
Arrange visa and other travel requirements of GM and Groups’ CEO (business and personal trips).