Administrative Assistant
Ali Alghanim Sons Holding Company KSCC
Total years of experience :18 years, 11 Months
· Responsible for overall secretarial support to the Group CFO office viz; to manage the appointment desk/ calendar / book calendar meetings for Monthly MIS in coordination with Finance managers and finance team
· Maintaining contact directory for Group CFO
· Take dictation from the Group CFO to process various correspondences
· Maintain hard copy and electronic filing system - Handle document management/ scrutinizing of documents/ Department Hard copy filing/ documentation for sister concern companies
· To assist Senior Financial Analyst in day-to-day activities
· Prepare meeting schedules, making prior arrangements, meeting agendas, etc.
· To assist Senior Accountant in monthly routine work
· Type documents such as correspondence, drafts, memos, and emails, etc.
· Check deadlines on incoming requests and put preliminary work in play
· Handle correspondence and ensure utmost confidentiality and integrity of operations and maintain utmost discretion when dealing with sensitive documentation
· Coordination/ follow-up with Departments/ Sister concerned companies for timely execution of tasks
· Compile, assimilate, and prepare confidential and sensitive documents for SPV’s.
· Keeping track of the incoming and outgoing documents for signature viz; Group CFO, CFO, Vice Chairman and Chairman Office
· Receive, sort and distributed incoming letters and correspondence from sister concern companies
· Courier arrangements for documents and non-documents with necessary documentation
· Scheduling conference/ meeting room for in-office meetings
· Provide support to the HR & Administration upon request
· Running and maintaining office equipment’s including scanners, printers and telephones
· Order and maintain office supply / stationeries for the department
· Performing Online research
· Other assignments given from time to time
Being a point of contact for a range of staff
Taking notes and minutes in meetings
Ordering and taking stock of office supplies
Preparing documents for meetings and business trips
Processing and directing mail and incoming packages or deliveries
Greeting and directing visitors and new staff to the organization
Writing and issuing emails to teams and departments on behalf of teams or senior staff
Researching and booking travel arrangements for staff members
Finding ways to improve administrative processes
Using attendance and time software program to input information for employees
Welcoming new hires to the office and show them around so they can get acquainted with the workspace
Providing new employees with all relevant documentation needed, such as the employee handbook, paperwork that needs to be completed on the first day of employment, and information regarding office policies and procedures and employee benefits
Helping new hires complete the paperwork necessary to apply for benefits like health insurance plans, etc.
Introducing the new employee to other employees and management, especially those who will be on the new hire's direct team
Helping the new hire get set up with their company email
Showing the new employee where all office supplies can be found and how to request more supplies if necessary
Prepare various memorandums for office communication
Organizing office files in a way that can be easily accessed and understood by employees
Filing various documents both on the computer and in filing cabinets
Running and maintaining office equipment including scanners, fax machines, printers, and telephones
Performing research online and offline
Prepare payment vouchers for House Staff as directed.
Performing any other duties as directed.
• Using a variety of software packages such as Shuttleworth and Quickbooks etc.,
- To Prepare Job Orders
- Perform accounting tasks To Make Cash/ Credit Invoices with Supportive Documents Attached
and give to the Accounts Department respectively
- To Close Completed Job Orders upon Invoicing
- To Prepare Detailed Daily Report and send to Management
- To Prepare a Summary of the Open Job Orders & Follow-up with Individual Sales to close any
pending.
- To Prepare the Open Job Orders Report & Email to Management
- Support bookkeeping procedures of all the productions sheets from various departments
including Carpenters, Welders, Sticker Team, Printing, Etc.
- Generate delivery note for all jobs ready to be delivered then send them with picture of the
finalized job to the accounting department for invoicing.
• To Prepare Medical Leave Paper for Staffs in Consent with the Supervisor
• Send daily report to the management.
• Organizing and storing paperwork, documents and computer-based information;
• Maintain box-files for Non-Clicked Quotes/ Estimates
• Provides historical reference by developing and utilizing filing and retrieval systems.
• Send weekly report to the account executives regarding the opened orders on the system and follow up with them to close any pending.
• Follow up with Sales account executives to provide any missing (LPO, job pictures) and update a daily report shared with the management.
• Coordinate office activities and operations to secure efficiency and compliance to company policies
• Supervise sales staff and divide responsibilities to ensure performance
• Provide administrative support for operations team
• Manage agendas/appointments etc. for the upper management
• Assist colleagues whenever necessary by resolving any administrative problems.
• Training and supervising junior staff and delegating work as required;
• Maintain electronic and hard copy filing system
• Assisting Marketing and Sales team in their day to day activities in contributing team effort by accomplishing related results as needed.
• Provide general administrative and clerical support including filing, answering phone calls, taking messages & answers inquiries within assigned scope of responsibility, responding to emails and preparing documents for mailing, scanning, faxing and copying to management
• Other assignments given from time to time & performing any other duties as directed
• Responsible for upkeep of the MD office
• Responsible for overall secretarial support to the MD office viz; minutes of meeting, fax, email, etc so as to ensure smooth flow of work
• To manage the MD appointment desk/ calendar
• Internal & external liaison, coordinating all necessary office as well as business transaction on behalf of the MD
• Act as an effective interface with internal staff and prospective clients
• Handle independent correspondence and ensure utmost confidentiality and integrity of operations
• Manage data/ department filing/ document management
• Manage MD telephone desk
• Handle work scheduling, scrutinizing of documents/ paper
• Responsible for Guest Hospitality
• Organize and prepare for meetings
• Responsible for travel management of MD
• Organizing conferences/ presentations/ meetings
• Coordination/ follow-up with Departments/ Branches for timely execution of tasks.
• Other assignments given from time to time
• Assisting Marketing and Sales team in their day to day activities
• Contacting Analysts from Different Companies
• Courier arrangements to different party updating the records
• Fixing Appointments/ Dairying for Analysts/ conference calls
• Ordering Books/ Magazine collection/ distribution/ documentation for the Department
• Maintaining contact directory
• Prepare various memorandums for office communication
• Preparation of Sales Invoices, Purchase Order and Delivery Orders, etc
• Follow-up with Receipts and Payments with Clients
• Dealing with clients daily via phone means and possess excellent customer service skills
• Performing any other duties as directed
• Make travel, meeting and other arrangements for staff
• Maintain hard copy and electronic filing system
• Support staff in assigned project based work
• Keeping track of the incoming and outgoing correspondence
• Take dictation from the Manager to process various correspondences
• Performing any other duties as directed
• Timely response to emails
• Create PowerPoint presentation for meetings
• Prepare letters as instructed and in accordance with precedent and directed mail to other staff members for their action
• Set up and maintained office files and kept correspondence and reports available for reference and efficient operation of the office.
• Took and transcribed dictation, typed and maintained office records.
• Answered telephone and replied to questions in accordance with general instructions and referred calls to appropriate staff member.
• Research, compile, assimilate, and prepare confidential and sensitive documents, and brief the executive regarding contents.
• Compose letters and memoranda in response to incoming mail and calls.
• Transmit directives, instructions and assignments and follow up on status of assignments as liaison between the executive and subordinates and others,
• Managing all “non-confidential” correspondence between India, Dubai & UK
• Maintaining important files, contracts, MOU’s, Trade documents, etc.
• Coordinating with various departments internally, regional offices to collate reports/ status related to,
o Debtor management
o Delivery rates
o Inventory
o Human resource
o Status of customer complaints etc
• Coordinating with AT Cross, UK for availability of stocks, dispatch status of FOB orders/ BG orders/ repair orders placed
• Following up with Cross marketing team in Luton for matters related to creative’s and artworks, POS / merchandising materials etc.
• Maintain follow-up with regional managers for obtaining status on various action points as agreed in “market visit report/ minutes of meeting”
• Arrange for travel bookings, accommodation and other logistic issues
• Liaison with external agencies such as publications and excel spreadsheets for analysis and meetings
• Make domestic and foreign travel arrangements; prepare itineraries; prepare and compile travel vouchers, maintain all travel records.
• Prepare expense statements
• Attending Calls
• Performed all aspects of export and professional customer service
• Organized trucking operations for virtually all types of outgoing domestic freight
• Involved in all aspects of air export documentation and bookings
• Proven abilities in freight dispatching and routing, including responsibility for import/export operations department
• Organize the details of appointment, interview, special events, travel arrangement, corporate agendas and itineraries
• Issued Airway Bills for the various commodities like Personal cargo & Repair n Return & Dangerous Goods
• Giving status to the clients regarding their shipment
• Opening Jobs & bookings for Import & Export & filling it with the complete document copies
• Preparing Delivery Order, Payment Request & Invoicing
• Maintain a schedule calendar for the Manager
• Coordinate and maintain weekly attendance of all the employees
• Handling the Stationary
• Handling the attendance book for Staff & Drivers
• Few of the HR JOB
• Responsible for everyday correspondence such as post, emails, faxes, etc. scrutinizing incoming mails and redirecting it to the appropriate division
• Answer all incoming and outgoing calls for the company and direct calls to the appropriate authorities
• Prepare various memorandums for office communication
• Take dictation from the Manager to process various correspondences
• Maintain files, records and confidential correspondence, reports and memos pertaining to departmental and business activities
• Prepare meeting schedules making prior arrangements, meeting agendas, registering, typing and filing minutes of meetings
• Handled the tasks of recording and transcribing minutes of meetings as per requirements
• Coordinate all administration requirements including secretarial and office administration
• Provide support to the HR & Administration Manager in day-to-day activities
• To assist accounts personnel in day-to-day routine work
• Preparation of Sales Invoices, Purchase Order and Delivery Orders, etc
• Follow-up with Receipts and Payments with Clients
• Set up computerized filing & maintain records of hard copies
• Performs other related duties as assigned or requested
• Dealing with clients daily via phone means and possess excellent customer service skills
• Miscellaneous administrative responsibilities
• Prepare meeting schedules making prior arrangements, meeting agendas, registering, typing and filing minutes of meetings
• Compose correspondence/reports for own & Manager’s signature
• Arrange essential mail in priority action order
• Process replies on own initiative or from Manager’s dictation and/or notes
• Make travel, meeting and other arrangements for staff as well as guests
• Maintain hard copy and electronic filing system
• Support staff in assigned project based work
• Placing orders with the principal companies and co-coordinating with them in order to assure accurate items to be ordered
• Co-coordinating with the shipping forwarding companies in order to ensure timely arrival of the goods & timely distribution to the clients
• Keeping track of incoming shipments and arranging the required Documents to clear the consignments prior to the arrival of the Shipment
• Independent handling of correspondence and maintaining of up to-date records of all official proceedings
• Arranging meetings and co-coordinating with the various personnel in the organization, and outside the organization in streamlining the smooth functioning of the establishment
• Update and chase delegated tasks to ensure progress to deadlines
• Independent handling of correspondence and maintaining of up to-date records of all official proceedings
• Check deadlines on incoming requests and put preliminary work in play
• Performs other related duties as assigned or requested