Admin Assistant - IT Department/GCIO Office
Finance House PJSC
Total years of experience :14 years, 8 Months
* Provide high level administrative support to Group Chief Information Officer and
fundamental support to the department and other areas.
* Direct day to day office operations which includes managing the running cost sheet
for expense related software, hardware, resources, AMCs and projects.
* Ensure hardware, software purchases and AMC renewal costs were mapped within
the approved budget allocations.
* Receive invoices from vendors, verify details, collate and attach related
PO/approvals, other related documents and prepare request for payment.
* Handle all payment requests and ensure payment were made on timely manner.
* Facilitate all IT related NDAs and contracts/agreements review and sign off between
Finance House and Vendors.
* Coordinate with respective Project Managers for the monthly budget provision
report.
* Assist in the Department budget preparation and maintain sheets for
expenses/utilization.
* Maintain record of Department staff members including yearly training plan and
annual leave roster.
* Maintain accurate and effective filing system for hard copy and electronic documents
including admin trackers.
* Monitor and maintain the level of stocks of office stationery and various office
supplies.
* Provided high level administrative support to Group Chief Financial Officer.
* Prepared correspondences and presentations.
* Set up and schedule the meetings or appointments and record minutes (if required).
* Coordinated with inter company respective Chief Accountants for the monthly
management budget comparison report. Follow up on getting the required
information to complete the budget & reports.
* Received sub-contractor’s certified payment certificate from projects, verify
details, collate and attach related agreement/variation orders, other related
documents and disseminate for all inter company staff of Finance Department.
* Prepared transfer payments for sub-Contractors/suppliers, staff leave/ final
settlement and obtain approvals from CFO and MD for submission to the Banks.
* Coordinated with the concerned accounts staff to ensure smooth transactions from submission of request for payment-to-payment completion.
* Facilitated in carrying out Letter of Credit, Letter of Guarantee, Transfers and other bank related documents.
* Coordinated with the Banks for the processing Letter of Credit, Letter of Guarantee, Transfers, etc.
* Maintained accurate and effective filing system for hard copy and electronic documents.
* Coordinated with Contracts Department for review, feedback and sign off on all contracts/agreements between sub-contractors/clients.
Operations Assistant:
* Assisted in accomplishing corporate ISO 9001 and 14001 and OHSAS 18001 certification.
* Maintained an accurate and effective filing system for hard copy and electronic documents including employee files/records to ensure all visa, medical and labour permits are valid.
* Assisted in collecting all necessary documents for visa processing of new joiners.
* Arranged flight, hotel booking, required visas for managers’ business/personal trip.
* Organized business meetings and corporate events.
* Replenished office stationery and refreshments.
* Deputize Finance Manager during absence.
PA to CEO:
* Managed and maintain the CEO’s diary.
* Performed confidential work as assigned by CEO and ensure all sensitive information and documents are treated as private and confidential.
* Filtered emails, phone calls, invitations and highlight urgent correspondence.
* Conducted weekly meetings with the CEO to discuss upcoming engagements, invitations and other requests.
* Drafted general responses for CEO’s emails.
* Ensured guests meeting with the CEO are well taken care of.
* Deputize Front Office Manager.
* In-charge in updating clients for the corporate rates and discounts.
* In-charge in updating the rates in all online channels i.e. Booking.com, Expedia, Agoda, etc.
* In-charge in Abu Dhabi Tourism Authority’s monthly report.
* Responsible for special event bookings and advance deposit postings.
* Established check-in procedures using both manual and electronic methods, in order to ensure guests are satisfied. Also, facilitates guest check-out by following established manual and computer procedures in order to close guest accounts.
* Handled phone calls/inquiries and accepts reservations in person or by telephone, by accurately giving the hotel rates, availability, duration and other information needed.
* Handled cancellations through phone, letter, fax or personally.
* Ensure payment, amount and records are correct.
* Prepared invoice and assist Accounts Department in follow-up payment.
* Provided assistance to other employees and departments that will contribute to the best overall performance of the department and the hotel.
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