Shared Service Coordinator
3W Networks
مجموع سنوات الخبرة :5 years, 1 أشهر
To plan, direct, or coordinate supportive services of an organization such as office
administration, reception, office maintenance, travel, insurance, PRO activities etc.
• Monitoring of Company vehicle renewal.
• Invoice verifying for EPPCO, car rentals, DEWA, courier services.
• Directing and monitoring of receptionist and Company drivers on their errands.
• Taking care of front desk administration when needed.
• Maintain a file for staff’s start dates along with visa renewals.
• Organizing travel requests.
• Coordinating through our travel agents regarding booking flights, hotels, cars, trains,
and all other travel-related activities for staff and guests.
• Issuing travel insurance through the travel agents for foreign visa purposes.
• Getting dummy bookings for foreign visa purposes.
• Responsible for all the invoices submission to accounts department after verification.
• Responsible for addition and deletion of staff member for medical insurance for 3W
group.
• Coordinating with the insurance brokers after submitting reimbursement claims on
behalf of our staff.
• Getting medical certificate for visa renewal and foreign visa purposes from our brokers
for 3W group.
• Coordinating with HR and the insurance brokers to get the renewal policy for
Professional Indemnity, Property all risk, Public Liability, Money Insurance,
Workmens compensation and Marine Insurance.
• Have a general knowledge of all the embassies in UAE.
• Responsible for all addition, cancellation, upgrade, downgrade and migration of
mobile numbers in our account.
• Processing of freezone residence visa of newly hired employee and visa renewals
including completion of requirements through coordination with HR department and
DSOA.
• Visa procedures awareness.
• Monitoring of all staff residence permit expiration and renewals and updating it
regularly.
• Permit to Work (PTW) coordination and application.
• Applying for salary certificate through DSO portal
• Coordinating facility maintenance requests from staff through DSO portal.
• Applying for gate passes through the JAFZA portal
• Coordination with the AUH PRO to assist in anything related to JAFZA and DSO
• Maintain Editor’s agenda and assist in planning appointments, board meetings, conferences etc.
• To provide full administrative support, including typing, invoicing, photocopying and preparation of documentation using Microsoft Word, Access and Excel as required.
• Chasing PR agency for delivery of news write ups and press releases.
• Chasing media agency for drafting and blogging of social media content, write ups for planned activities and updating the websites of the magazines.
• Set up interviews and issue relevant correspondence.
• Assist the HR in keeping all the passport copies of all the employees up to date and coordinate with the PRO in renewing the visa and emirates ID card for the employees by providing the correct documentations.
• Administer HR-related documentation and insurance of employees.
• To maintain the filing systems and archiving, ensuring accuracy and efficiency.
• Schedule and contract monthly, bi-monthly, or semi-annually off-site exhibitions.
• Produce support materials for each off-site exhibition from information provided by artists.
• Install monthly Member’s Hall and bi-monthly Reception Hall exhibitions at The Arts Centre.
• To provide budget and purchasing support as required.
• To assist and support with a wide range of projects, paper works and activities as required.
• To liaise with external parties at a wide range of levels.
• To monitor, track and respond to emails as appropriate.
• To take minutes at meetings and circulate.
• Maintain employee’s daily attendance, keeps track of employees vacation leave, travel itineraries and all other requests.
• Issuing and distributing controlled copies of information.
• Responsible for sending documents or packages by courier.
• Assisting with the social media and web sites of the magazines in updating them.
• Maintain up to date knowledge and understanding of the organization and its aims and objectives.
• Acknowledge and appropriately greet and assist every customer in a timely and friendly manner.
• Attend to customer query, complaints and concerns immediately and facilitate satisfactory resolution.
• Accepting payments and processing the order.
• Communicate effectively with the Manager and the Sales Team, informing and updating them regularly to guarantee all concerns and customer satisfaction are met.
• Maintaining the appearance of the room suites, make sure all equipment and facilities are good and in proper working condition.
• Creating ads online for hiring new employees.
• Going through CV’s and short listing them according to the requirements of the company.
• Responsible for all incoming calls and transferring to the appropriate department or personnel as well as handles international calls from clients and suppliers.
• Arranging a schedule of appointments between clients/suppliers and procurement/management.
• Handle employee’s daily attendance, keeps track of employees vacation leave, travel itineraries and all other requests.
• Maintaining and tracking facility to enable documents to be updated easily.
• Scanning all relevant new documents, checking dispatch documents making sure it is accurate.
• Presentation and filing of documents and drawings as well as responsible for maintaining hard copy information.
• Issuing and distributing controlled copies of information.
• Provide advice on procedures of issue and methods in accessing the system, ensuring all documents are up to date as much as possible.
• Filter and collate inquiries/correspondence respond accordingly and/or distribute to the concerned person.
• Assist the HR in keeping all the passport copies of all the employees up to date and coordinate with the PRO in renewing the visa and emirates ID card for the employees by providing the correct documentations.
• Responsible for sending documents or packages by courier.
• Responsible for making Fueling & Petty Cash Sheet for company on monthly basis.
• Making travel arrangements & booking hotels for the Director/CEO.
• Got trained in RBS Software which is part of Oracle System for handling the attendance sheet for more than 200 Employees.
• Responsible for entering client’s information into the data base.
Advance level completed in Gulf Indian High School.