Secretary to the Chief Financial Officer
Alfardan Group
Total years of experience :13 years, 7 Months
• Provides high quality administrative and clerical duties to the Chief Financial Officer including travel, expense reports, visitor registration, invoice processing and coding, bank transfers and record management.
• Make travel arrangements and organize daily calendars.
• Scheduling meetings with numerous external financing partners and company's stakeholders.
• Facilities internal communication within the department such as distributing information and scheduling presentations and board meetings.
• Secures information by completing data base backups and maintain a systematic filing (physical and electronic)
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Acts as the point of contact between executives, employees, and clients.
• Perform other duties that may be assigned from time to time.
Doing all office works within the branch as a sole employee of the company with below highlights;
- Attending meetings in the absence of GM (who is based in Japan) including Government such as QEWC, QatarEnergy, Kahramaa and Private sectors such as lawyers.
- Responsible for the Visa preparation and gate passes for all guests and on business trips.
- Reporting directly from GM in Japan, upper-level Managers in Head Office and Managers in MENA
- Allowed to make decision for quick action if GM is unavailable. Minimal supervision is undertaken.
- Doing accounting, General Affairs, Payroll, personal secretary to the GM (if GM is in Doha)
- Responsible for the compliance on audit, tax and annual fees of the company.
- Responsible on lease & government communication
- Responsible for the events of the Company. Communicating with the partners and third parties involved. (such as opening ceremony with the Minister of Energy)
Arranging and organizing meeting appointment for the General Manager; (which are often
to be dealt with a confidential way), secretarial functions
- Assisting all Department Manager’s needs and request; prioritizing workloads
- Responsible for the outgoing and ingoing of document submittal for sites (delivery note,
parcel, packages, materials, invoices, letters, etc.)
- Coordinate travel arrangements for sites (e.g. hotel reservation, transport/taxi etc.)
- Handling secretarial duties, reception, telephone, mail and parcel traffic;
- Procurement/inventory control of office stationary and pantry supplies together with its monthly requisition.
- Coordinating the international manpower agency on their monthly update of records.
- Maintain and update admin request for payment and other monthly report record.
- Responsible for the day to day organization of the site administrative and organizational tasks, general affairs, assistance to the Project Director and other managers;
- Responsible for handling general affairs and office management, (e.g. photocopy machine, printer, telephony, electricity, water, AC, pantry, snacks.)
- Interface with internal employees regarding general affairs and administrative support functions. (E.g. car for embassy, renewal of Qatar ID and passport, repairs/ maintenance of staff and laborer accommodation)
- Taking care of facility management and maintenance, office supplies, relation to service providers, business and personal contacts, potential vendors and relations, cleaning and housekeeping services;
- Record keeping of office assets (e.g. workstation labels, desktops/laptops labels etc.)
- Updating employee attendance for Korean Staff and Foreign Staff (absence, leave)
- Reconcile timesheets and leave records
- Arrangement of special events and occasions, in cooperation with the site PD and the HR officer.
- Maintain and update general affairs monthly reports.
- Ensures that customers’ needs are satisfied and exceeded through service standards.
- Ensures the implementation of the company policies and procedures in order to minimize operational risk and accomplish branch level compliance.
- Provides timely and accurate processing of over-the-counter customer transactions
- Prepares daily reports and ensures its accuracy, completeness and timeliness.
- Performs job related duties that may be assigned from time to time.
- Handle over-the-counter transactions of products and services offered by E-Biz.
- Provide delightful customer service based on the company's values, principles and strategy.
- Respond to all customer inquiries and complaints in a friendly and uplifting manner.
- Manage end-to-end branch operations on a daily basis based on the policies and procedures.
- Reconcile and report transaction errors, discrepancies and vacancies immediately to proper channels.
- maintain procedures manual to ensure consistent performance of routines
- setup and coordinate meetings and conferences
- check deadlines on incoming requests and put preliminary work in play
- take initiative in manager's absence
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