SECRETARY TO CEO
CONMIX LTD
Total years of experience :7 years, 2 Months
• Prepares routine and advanced correspondence including letters, memo, and reports of various natures.
• Correspondence to Insurance companies & Banking Institutions.
• Organized paper files, electronic files, and information.
• Determine matters of top priority and handle accordingly.
• Maintain calendar and meeting schedules
• Maintain current industry articles for company database. Handle all incoming and outgoing correspondence.
• Review and proofread documents (Directors report & share holders’ resolution) for executives’ signatures.
• Coordinate office management activities to aid executives.
• Research and compile confidential documents.
• Coordinating travel arrangements & hotel bookings for guests.
• Handling telephone calls and email enquiries.
• Coordinating with main contractors and collecting monthly time sheets of workers.
• Preparing monthly Invoices and regular follow-ups on receivables.
• Arranging meetings and fixing appointments with external clients as when demanded by the Manager.
• Assist in the preparation of documents for meetings with clients.
• Maintaining an adequate inventory of office supplies.
• Liaising with colleagues & external contacts to book travel and accommodation.
• Maintaining the general filing systems and file all correspondence.
• Organizing and storing paperwork, documents and computer-based information;
• Arranging PPE for the site team on timely basis.
• Provide administrative/clerical support to other areas of the company, as required.
• Providing full secretarial and admin support to the project team and department to ensure the smooth running of the department operations.
• Maintaining records of Engineers and assist in their movements.
• Taking minutes of meeting and maintain records for the operations and project team.
• Maintain a proper and user friendly filing and document control system for recording and tracking of all documents for the project team and department.
• Coordinating travel arrangements inclusive of air-ticket, hotel accommodation & visa.
• Prepare and raise purchases requisition for purchase of office equipments
• Timely reporting of project oriented documents to Project Manager.
• Handling of telephone calls and routing them to concerned persons.
• Maintaining client registers and directing visitors to the office to appropriate staff members
• Maintaining register for site inspections carried out by external team that assess the progress of Project
• Arranging PPE for the site team on timely basis
• Coordinating with HSE department and arranging safety inductions.
• Arranging gate pass with JAFZA for the visiting clients.
• Handling reception desk
• Receiving orders and routing them to designing department for timely execution
• Preparing Invoices, quotations and payment vouchers .
• Follow-ups on receivables
• Daily posting of accounts in Tally 6.3
• Arranging monthly staff meetings.
• Office stationery management
• Collected, compiled, arranged and retained reports, records, files and data
• Meeting customers requirements for accounting and auditing jobs
• Filing incoming and outgoing faxes
• Drafting out business letter.
• Handling reception desk and petty cash.
