Personal Assistant
Colliers International
Total years of experience :10 years, 4 Months
• Screens telephone calls, enquiries and requests, and handling them when appropriate
• Meeting and Greeting visitors at all levels of seniority
• Organising and maintaining diaries and making appointments
• Producing proposals, PowerPoint presentations and in charge of Pre-qualification documents
• Carrying out background research and presenting findings
• Handle daily petty cash, expense claims of the manager and staff of the department
• Organize complex travel and accommodation arrangements
• Monitor office supply inventory and order new supplies as necessary
• Prepare and Collaborate with the accounting team to process invoices
• Other duties as assigned
• Manage and in-charge of all client’s accounts; respond efficiently to volume recruitment
• Attend management meetings to provide weekly and monthly reports to present current business needs and performance
• Acts as Business Partner to Clients to ensure recruitment needs are met in a strategic manner
• Handles the International and Local Recruitment of Staff
• Ensure Job Vacancies are advertised on all Job Boards and Social Media
• Ensure compliance to Service Level Agreement targets
• Screen CV’s as per the client’s requirements and conduct interviews
• Manage offer process - from hiring to on-boarding of placed candidates
• Stay up to date on current market trends and maintain database for future needs
• Manage the HR & PR divisions on its daily operations; handle a large team of Administrators, Administrative Assistant and Accountant
• Receive, Evaluate and Process Visas, Cancellations and other Public Relations related activities
• Receive, Evaluate and Approve daily job orders (recruitment), coordinate with clients, follow up on status of applicants
• Screen CV’s, Shortlist candidates and Conduct interviews for new local hires (Expatriates & UAE Nationals)
• Approve daily employee requisitions (Salary Certificates etc.); assign an Administrator to
process ensuring requests are provided efficiently and accurately
• In-charge of daily petty cash, prepare monthly overtime and annual increment reports for
the division
• Spearheaded the implementation of of Oracle system (JD Edwards) for automation of petty cash accounting worth AED5M
• Ensure Bank Accounts are up to date
• Ensure all divisions in the group arrange payments for Visas, Cancellations, Medical
Insurance, Emirates ID, Vehicle Testing and Vehicle Registrations etc. on a timely manner
• Coordinate on Employee Accidents and Repatriations
• Independently compose correspondence and memos
• Schedule and coordinate appointments, meetings, and conferences for the Sr. Group Public
Relations Manager; arrange for travel and lodging as needed
• Attends meetings and take minutes in the manager’s absence
• Perform other related duties as required by the Sr. Group HR & PR Manager
• In-charge of the department in the manager’s absence; first point of contact for all employees and guests
• Developed and maintain office systems (data management and filing);
• Arrange travel and accommodation; occasionally, traveling with the manager to take notes or dictation at meetings and provide general assistance during presentations
• Attend Departmental meetings to take minutes and stay up to date on current projects
• Prepare Tender Submissions and Pre-qualifications; ensure all submittals are sent out electronically and by courier
• Prepare and Ensure correspondence (approved and regret letters) are sent out accurately to clients/contractors invitations
• Prepare expense claims of the manager and staff of the department
• Screens telephone calls, enquiries and requests, and handling them when appropriate
• Meeting and Greeting visitors at all levels of seniority
• Organising and maintaining diaries and making appointments
• Dealing with incoming email, faxes and post, often corresponding on behalf of the manager
• Carrying out background research and presenting findings
• Producing documents, briefing papers, reports and presentations
• Liaising with Upper Management, Clients, Suppliers and other staff
• Handles daily main switchboard
• Answer all incoming calls and handle caller’s inquiries whenever possible
• Re-direct calls as appropriate and take adequate messages when required
• Open and date stamp all general correspondence
• Maintain the general filing system and file all correspondence
• Assist in the planning and preparation of meetings, conferences and conference telephone
calls
• Respond to client inquiries
• Greet, assist and/or direct clients, visitors and staff
• Assist the Executive Management and other staff as requested
• Provide administrative and secretarial services to the Executive Management
• Presents and sell company products and services to current and potential clients.
• Prepare action plans and schedules to identify specific targets and to project the number of contacts to be made
• Follow up on new leads and referrals resulting from field activity
• Developed and maintained sales materials and current product knowledge
• Establish and maintain current client and potential client relationships
• Identify and resolve client concerns
• Other duties as assigned
• Answer phones and respond to customer requests
• Answers supervisory calls for complicated issues and irate clients
• Sell product and place customer orders in computer system
• Provide customers with product and service information
• Up sell products and services
• Identify, research, and resolve customer issues using the computer system
• Follow-up on customer inquiries not immediately resolved
• Complete call logs and reports
• Research and resolve billing issues and misapplied payments
• Recommend process improvements
• Train agents on Customer Service, Communication Skills and Product knowledge for improvement
As ACO:
• Provides access to company’s guests
• Answer calls and direct to appropriate staff
• Assists VIP clients and visitors
• Deny banned guests entry
As Researcher:
• Collect, analyze and reports on security and safety for all the countries allied with the institution
• Create and maintain accurate and timely records
• Analysis of data gathered and prepare progress reports and presentations
• Delivering prepared sales scripts in persuading potential customers or clients to purchase the organization’s product or service
• Describing products and services, responding to questions, and obtaining customer information.
• Obtaining possible customer leads and conducting follow up on first point of contact
• Entering data and maintaining database of existing customers or potential customers
• Maintaining records of telephonic communications, interactions, accounts, orders, and payments
• Taking proper care that the outbound calls do not disturb, annoy, or offend people enrolled in do-not-call lists
IN