Admin Assistant
Beyond Lighting WLL
Total years of experience :10 years, 6 Months
➢ Coordination with Mowasalat Supervisor to ensure all buses are available for media guests as per the scheduled departure.
➢ Meet and assist the media guests with their transport queries
➢ Deliver a 5-star customer service to all our media guests
➢ Boarding the buses for certain trips to ensure the drivers are familiar with the routes and report any disruption to the Assistant Manager on duty.
➢ Fill the Trip Timing Report and submit it to the Assistant Manager on duty.
➢ Fill the Load Sheet details accurately.
➢ Communicate any major or minor incidents immediately to the Assist Manager on Duty.
➢ Follow instructions given by Transport Management thoroughly and report back.
➢ Assist in any other duties assigned by Transport Management
* Management of office facility
* Management of company office supplies (food, stationery, cartridges, furniture, appliances, etc...)
* Management of leasing driver’s schedules and requests
* Management of recruitment for leasing employees
* Management of attendance for employees and leasing workers
* Management of company transportation and schedule.
* Management of company villa accommodation, Q-post, Kharamaa & Ooredoo bills.
* Preparation and Issuance of LPR & LPO and liaison with suppliers
* Management of company vehicle, forklift renewal & Traffic fines,
* Liaise with car rental providers for service and maintenance requests
* Maintaining meeting schedules and event calendars
* Arrange Travel & Hotel reservations for office personnel, clients and visitors
* Arrange gate passes for the site visit
* Petty cash custodian
* Provides administrative support to other departments
* Management of company wooqod tagging
HR Assistant
* Monitoring & updating employees’ QID & PP expiration list.
* Updating SAP records for employees
* Management of Ooredoo mobile money enrolment for employees.
* Management of company health insurance.
* HR Induction for New Joiners
* Updating HR Budget file
Replacement of Procurement while on leave (task as per below details)
* Checking the required materials as per request
* Coordination with suppliers
* Monitoring the delivery status
* Updating and monitoring the Production-Supplier Delivery files
* Prepare LPO if needed
Management of Reception Area
* Welcome visitors and assist them when needed.
* Answer telephone calls and give information to callers take messages or transfer calls to certain staff
to ensure effective communication. Keep records of all incoming calls & outgoing correspondence.
* Manage and distribute mail/ circular, correspondents and other related information for sharing in the
company’s business interest.
* Online and manual preparation of incoming and outgoing documents to be sent to courier such as
DHL / Q-Post
* Arrange Travel & Hotel reservations for office personnel, clients and visitors
* Maintaining meeting schedules and event calendars
* Keep records of all incoming documents thru Docsys
* Ordering Lunch
* Conduct searches to find needed information, using the Internet as the sources
* Maintain assets records of all employees/staff.
* Perform related duties as it may support the other Departments.
Assisting with all aspects of administrative management, directory maintenance, logistics, equipment
inventory and storage
* Managing inventory of assets and supplies, monitoring critical level of stocks, sourcing for suppliers
and submitting invoice(s)
* Coordinating between departments and operating units in resolving day-to-day administrative and
operational problems
* Scheduling and coordinating meetings, interviews, events and other similar activities
* Sending out and receiving mail and packages
* Preparing business correspondence (often using word processing, spreadsheet, and presentation
computer software)
* Sending faxes
* Managing Files
* Research and the identification of key data sources
* Ordering and receiving food deliveries
* Performing multifaceted general office support
* Preparing minutes of meeting and internal support materials.
* Sending and receiving forms for the company All Day-to-day operation matters.
Answer telephone calls and give information to callers (clients, principals, etc), take messages or
transfer calls to certain staffs.
* Arrange travel reservations for office personnel
* Arrange hotel bookings of Principals and prospect clients as it may needed.
* Mail/ distribute circular, correspondents and other related information for sharing in Company’s
business interest.
* Maintaining schedule and event calendars
* Prepare statement of account for customers
* Conduct searches to find needed information, using Internet as the sources
* Order and dispense office supplies.
* Maintain confidential records and files of all employees/ staffs.
* Prepare checks for payables and rentals
* Prepare Commercial and Proforma Invoice
* Make quotation, sales order, purchase request for local & foreign customers, delivery order using
Orion System
* Print statement of account of all receivables and fax/mail customers.
* Prepare Tender Document
* Perform related duties as it may support the Accounts/ Admin Department Manager.