Secretary
Bright Kids Nursery
Total years of experience :9 years, 4 Months
• Register students on ESIS system, make sure that all the required documents are available and updated.
• Provide and update all required forms and templates and keep them available for staff (risk assessment forms/ hygiene forms/ planning forms)
• Create children attendance form for each classroom and update it with new registration.
• Create staff attendance form and make sure that all staff members are recording their timings
• Create the registration folder for each child,
make sure that parents fill and sign the registration pack and provide all required documents for filing (child ID, parents ID’s, vaccination records, medical consent)
• Revise the registration packs and create the list of children with allergy or medical concerns for each classroom
• Revise the registration packs and create for each class the list of children who do not have the consent to post their pictures on social media.
• Update the teachers on any parents concerns that are communicated to the reception.
• Attend to all phone calls and call back on any missed calls, answer costumers’ inquiries with full details, communicate any concerns to the
responsible person.
• Attend to the main gate immediately at all times and always take the remote key along.
• Welcome guests and visitors, hold new parents’ tours around the nursery.
• Update financial records with all new, pending, and expected payments.
• Prepare receipt thru Orison System (Fees and Invoicing) - once the parents paying the fee
• Filing students file and staff files
• Updated School Nurseries Inventories.
• Input / encode child’s data on Orison System for receipt purposes.
• Check the ADEK e-mail time to time.
• Update / Generate Attendance every week (staff attendance and kids’ attendance)
• Every cut off work on Staff Attendance, Overtime, Sick Leave etc. for payroll purposes.
• Petty Cash Management (request and replenish)
• Reporting the maintenance works needed by the nursery.
• Upload photos, monthly newsletter, and Announcement Activity to Class dojo if necessary
• Prepare letter - Experience Letter, Transfer Letter, Salary Certificate for staff for any
upcoming event for the nursery.
• Doing cold calls for potentials parents to register in the nursey.
• Attending special events to promote the nursery.
• Processes and expedites all purchase orders (LPO’s) and invoices for showroom sales thru fax and email as well as filing all purchase orders by running numbers.
• Proficient in preparing quotation for Tenders invitation to bid (Technical & Commercial Bids).
• Sourcing for possible suppliers to include on biddings, conduct searches to find needed information on the internet.
• Provides customer service by assisting customers depending on their needs.
• Maintains database of all employees’ information and documents such as passport, residence visa, labor contracts, emirates id, medical insurance etc.
• Proactively manage the timely renewal of employment visas and labor permits, trade license and company’s permit and car registrations.
• Attending registration and pre-qualification process in person for hotels, petroleum and government companies.
• Attends company telephone and provide information to callers, transfer calls to concerned individual subject to their availability. •Keepingdiariesandarrangingdailyappointmentschedulesandconfirmsappointments for clients.
• Maintains owner’s agenda and assist in planning appointments and meetings.
• Handle confidential and sensitive documents ensuring they remain secure.
• Supervising labor staff and delegating work as required.
Responsible for end to end transaction processing of health insurance claim including adjustment, data collection of client information.
Handles issue resolution to ensure department and customer needs are met Assists with special projects as needed
Identify and assess customers’ needs to achieve satisfaction
Provide accurate, valid and complete information by using the right methods/tools
Handle complaints, provide appropriate solutions and alternatives within the time limits and follow up to ensure resolution
Keep records of customer interactions, process customer accounts and file document.
• Welcomes visitors by greeting them, in person or on the telephone; answering or referring inquiries.
• Directs visitors by maintaining employee and department directories; giving instructions.
• Maintains security by following procedures; monitoring logbook; issuing visitor badges.
• Maintains telecommunication system by following manufacturer's instructions for house phone and console operation.
• Approves incoming materials by confirming specifications; conducting visual and measurement tests; rejecting and returning unacceptable materials.
• Documents inspection results by completing reports and logs; summarizing re-work and waste; inputting data into quality database.
• Keeps measurement equipment operating by following operating instructions; calling for repairs.
• Maintains safe and healthy work environment by following standards and procedures; complying with legal regulations.
September 20, 2012
– Paliparan Annex