Secretary
Abu Dhabi Oil Refining Company (TAKREER)
مجموع سنوات الخبرة :14 years, 0 أشهر
• Reports directly to the Project Managers
• Provide full secretarial and admin support to the project team and department to ensure the smooth running of the department operations
• Maintain records of Engineers and assist in their movements
• Develop and maintain document control processes for the efficient management
• Maintain a proper and user friendly filing and document control system for recording and tracking of all documents for the project team and department
• Perform data-entry, recording, printing and filing duties
• Undertake any ad-hoc admin projects/duties as required
• Assist to check and verify staff claims and invoices for project team
• Manage the company's sensitive information with strict confidentiality.
• Prepare letters, memos, presentations, reports and proposals as required.
• Compose, transcribe and verify all communications and/or technical and administrative documentation of the department.
• Receive phone calls; provide necessary information to internal and external customers.
• Receive, distribute, send and track all correspondence received in the office.
• Maintain schedules and calendars, organize and coordinate meetings, conferences, travel arrangements.
• Implement and maintain office systems.
• Assist in the preparation of documents for meetings with clients.
• Provide administrative/clerical support to other areas of the company, as required.
• Any other administrative duties required
Responsibilities
We have a clear desk policy, which means that all documents (whether electronic or hard copy) must be processed and filed on a daily basis in accordance with our company procedures. This is essential to the efficient running of all projects and must be adhered to. All tasks/duties must be carried out in accordance with our company procedures and standards as stated in the Secretarial Administrative Guide.
On a daily basis
• Typing documents using our templates, ensuring grammatical accuracy
• Distribution of incoming/outgoing hard copy correspondence (including attachments), filing and scanning of same in accordance with our filing structure and procedures
• Ensuring that all electronic correspondence is processed in accordance with procedures
• Maintenance of all secretarial administrative electronic files in accordance with procedures
• Informing relevant team members/departments of team absences as necessary
• Recording telephone messages and passing them on by email or leaving a voicemail message
• Ensuring that the clear desk policy is maintained
Secretary and Admin cum Receptionist
Accounts Assistant / Payroll & Time Keeping Incharge
Over-all Coordinator for Consultancy Department
HR Assistant & Document Controller
(ISO-International Organization for Standardization)
(fourth position)
•Reports directly to the General Manager
•Responsible for forecasting / preparing the monthly / daily inventory of all office stocks.
•Sends memorandum & updates to all employees through internal email
•Responsible in providing updated monthly and daily reports (Updated Client list, Schedule of Consultants meetings, etc).
•Responsible in scheduling consultants in their visits for existing& new clients in all emirates as well as outside the country for ISO consultancy work.
•In-charge of employees’ data’s from hiring through their stay with the company
•Provides correspondences for new signed & existing clients
•Assures customer/clients full satisfaction in our work
•Responsible in the full attendance tracking of the company
•Notify & sends email to top management for all the completed projects &their status
•Responsible in filing all reports for consultancy work.
•Track, log & file all payments received & collected as well as issued
•Dispatch of all documents from different Departments to clients as well as collection of payments (if there is)
•Responsible in reporting to the General Manager regarding all operating concerns.
•In charge of daily and monthly-wise attendance tracking of all employees from e-attendance (machine attendance)
•Assures and assists in payroll activities to be submitted on time
•Prepare invoices such as checks, documents and requisitions; maintain and make adjustments to company's records (time reports, payroll, property records and journals)
•Maintains payroll information by collecting, calculating, and entering data
•Updates payroll records by entering changes in exemptions, insurance coverage, savings deductions, and job title and department/division transfers.
•Prepares reports by compiling summaries of earnings, deductions, leave, disability wages.
•Resolves payroll discrepancies by collecting and analyzing information.
•Provides payroll information by answering questions and requests.
•Maintains payroll operations by following policies and procedures; reporting needed changes.
•Maintains employee confidence and protects payroll operations by keeping information confidential.
•Contributes to team effort by accomplishing related results as needed.
•In charge of processing new hires and terminations, and managing employee benefits
•Pre-hiring process in charge (from advertisement hiring, interview to hiring proper)
•Receiving and dealing with telephone calls professionally, re-directing or taking messages and using initiative to deal with queries.
•Providing high quality and professional office hospitality to visitors
•Ensuring that the office is always smoothly run and functioning successfully and effectively
•Maintains department schedule by maintaining calendars for department personnel; arranging meetings, conferences, teleconferences, and travel
•Maintains customer confidence and protects operations by keeping information confidential.
•Prepares reports by collecting information.
•Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
•Contributes to team effort by accomplishing related results as needed.
•Assisting sales for Customer’s queries.
•Preparing letters/memos, reports, calendar management.
Collections Specialist - Washington Mutual Collections
(second position)
•Responsible in outbound and inbound calls for all clients of JP Morgan Chase as well as Washington Mutual, duties include collections, answering customer queries, problem solving and providing detailed information on their loan for existing customers in a fast-paced goal oriented environment.
•Provides excellent and considerate customer service regarding collection issues, processing monthly mortgage payments and resolving client discrepancies and adjustments for all clients.
•Accountable for reducing delinquency for assigned accounts.
•Responsible in setting and maintaining effective and cooperative working relationships with clients and all other departments.
•Reconcile customer disputes as they pertain to payment of outstanding balances that are due.
*April 2010-January 2011
Loan Modification Specialist - Home Lending for Chase
(first position)
•Responsible in outbound calls for clients of JP Morgan Chase, duties include mortgage loan modification status, collects monthly modified mortgage payments for trial plan or for long term modification, answering customer queries, problem solving and providing detailed information on their loan, pre-qualify borrowers for loan modification by giving the documents needed as well as to check them if it’s good to go, determines borrowers intent towards the mortgage and eligibility of modification.
•Provides excellent and considerate customer service regarding collection issues, processing monthly mortgage payments and resolving client discrepancies and adjustments for all clients.
•Responsible in setting and maintaining effective and cooperative working relationships with clients and all other departments.
•Responsible in outbound and inbound calls for different clients of GE Money Bank, duties include collections, answering customer queries, problem solving and providing detailed information on new plans/promos for existing customers.
•Handled the projection/forecasting, order and inventory of stocks for retail.
•Assisted in weekly inventory of all stocks.
•Responsible for the receiving and proper stocking of all merchandise.
•Provided excellent customer satisfaction through outbound / inbound calls for existing clients of Sprint
•Responsible for customer service for Sprint account, duties include answering customer queries, problem solving and providing detailed information on new products / promos.
•Assisted inbound calls for answering existing and prospected clients’ queries.
Workforce Analyst
(second position)
•Responsible for customer service and catalog accounts in trafficking of calls (monitor flow of customer contacts, sales quotas and statistical trends), duties included informing supervisors as well as higher management such as account executives for queue calls, changing split skills of reps to assists in other queue accounts.
•Worked with account executives of different accounts of customer service and catalogs
•Prepared hourly, daily and weekly call flow reports for the higher management.
•Assisted in "call-ins" of agents who are asking for absence for their shift and informing their supervisors and higher management through email.
•Provides headcount of all agents for customer service and catalog accounts to higher management which also includes the movement of one agent to other shifts / team / account
•Assisted in the timekeeping of higher management and supervisors.
*December 2004 - November 2006
Customer / Sales Representative
(first position)
(Infomercial, Catalog, Pioneer Telephone and Planet e-shop accounts)
•Provided support to the sales team, ensuring all sales and service objectives were met.
•Responsible for sales and customer service inbound and outbound calls for different accounts, duties include answering customer queries, problem solving and providing detailed information on new products / promos.
•Worked with new customers in the development of new accounts and the implementation of new systems.
•Responsible for answering emails for existing clients regarding their account.
•Generated repeat business through successful client follow-up.
•Assisted clients who have adjustments / changes for their accounts.
•Responsible for the supervision of a staff of thirty to fifty people within the store.
•Responsible for the recruitment and training of crew members.
•Managed the marketing aspect of the store as well as the order and inventory of all the novelty items of the store, party bookings, etc
•Handled the training and progressive tracking of all the store crew in the course of their stay with the store.
•Performed market research surveys amongst customer base to seek feedback on sales techniques, follow-up methods and quality of after sales service.
•Improving customer service based on customer feedback through the development of new policies and procedures. Successfully handled all public relations issues.
•Handled the projection/forecasting, order and inventory of wet and dry stocks of the store.
•Assisted in monthly inventory of all the stocks.
•Responsible for the receiving of all deliveries for the store.
•Responsible for both service and production crew daily schedules.
•Ensures 100% excellent customer service satisfaction to all clients.
•Hiring process in charge (from advertisement hiring, interview to hiring proper)