Executive Assistant to the Deputy CEO – Sales and Marketing Cluster
Azizi Developments
Total years of experience :15 years, 3 Months
• Assists and manages all the admin works for the Deputy CEO relating to Sales, Marketing, Agency, Customer Service, Mortgage, Telesales and Training departments.
• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
• Maintains customer confidence and protects operations by keeping information confidential.
• Prepares reports by collecting and analyzing information from different departments.
• Coordinates efficiently in different projects and produces executive reports in Powerpoint.
• Secures information by completing data base backups.
• Well versed with MS Office 365, Outlook, Power BI, Propspace, Brightfox, Masterkey, EPMS, Oracle SAP and SAGE Database.
• Familiarity with online software, social media and cloud systems.
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Contributes to team effort by accomplishing related results as needed.
• Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities.
• Prepares and keeps all files related to Finance and Collections safe and confidential including memos, contracts and financial reports.
For ready projects:
• Prepares and sends annual invoices to all clients as per the handover date through courier and email. Follows up on calls in case of return shipments and bounced emails.
• Coordinates between collection officers and accountants with regards to client’s payments through bank transfers, cheque deposits and online payment on service charges, handover fees and payment for cooling services for ready projects such as Al Reef Villas, Al Reef Apartments, Dunes Village, Capital Mall and Prestige Towers.
• Receives payments and issues receipts on clients using Oracle system and provides daily and monthly report on collections presented in PowerPoint and Excel.
For off-plan project:
• Coordinates between sales officers and accountants with regards to the payment plans, booking registration, down payment and installment payment on off-plan project Al Reef 2 Villas; making sure that all due cheques are received according to the payment schedule mentioned in SPA.
• Issues receipts to the investors and provides daily batch collection reports to the Finance and Investments Management.
• Prepares statement of account for the customer and timely update/remind them for their upcoming dues through email and calls.
In all projects:
• Follows up with returned cheques, delayed payments and non-payers, ensuring that they have been contacted regarding their dues.
• Responds to the client’s requests received in the default billing email account and attends to their needs with regards to financial matters either by forwarding to the concern department or providing correct information if available.
• Handles every after-sales transaction from creating client’s details in the system, collecting necessary documents, making sure that requirements are precise and complete until every fully registered. • Prepares payment plans for off plan project (Al Reef 2 Villas) according to clients and sales officers agreement. • Assists on printing client’s cheques and providing receipts for every installment payment. • Creates Sales and Purchase Agreement to be signed by the investor and the management ensuring that all details and conditions are accurate. • Provides weekly, and monthly report on sales tracks, revenue and outstanding payments. • Monitors the performance of each sales officers to be presented in PowerPoint to the CEO.
*Managing the overall document processing, in/out of the real estate business for both London and Dubai Branches. Coordinating with management about the current operation in order to produce a comprehensive company report.
*Acquiring sales and rental leads by tele-marketing, online marketing and personal interactions with prospective clients to increase more company exposure and obtain potential sales and rental deals.
*Maintaining the company CRM (Propspace) up to date, ensuring all data are precise and correctly synced to the company website and other web portals.
*Preparing and carefully reviewing contracts and memorandum of understanding for sales and rental deals prior to getting both parties signature.
*Managing the company newsletter, social media accounts, such as Twitter, Facebook, LinkedIn and others.
*Training new administrative/sales staff to ensure that consistently high standards of service are maintained
*Property management of existing properties rented, coordinating with building management, landlord and tenants until the issue is being resolved.
*Handling office petty cash and basic accounting/payroll for company staff. Managing payable bills and payment receivables.
*Administering visas, flight tickets and itineraries of Directors and staff members for international symposiums, road shows, events and vacation
• Managing properties on behalf of existing landlords in accordance with contract terms, including developing a listing, coordinating tenant moves in/out, conducting inventories/ inspections and pre/post maintenance
• Collecting and collating sales/rental data, ensuring high levels of accuracy, additionally, obtaining all required documents from landlords, developers and tenants to inform the production of company property listings
• Advertising the property listings on company websites and various web portals to attract customers and generate business, also, updating/monitoring the CRM
• Fulfilling responsibility for administering the tenancy contract and property management renewals, ensuring that all documents are filed systematically and that updates remain on track
• Prioritizing workload and organizing time to manage a diverse range of administrative tasks, including logging calls, monitoring viewings, preparing sales/rentals reports and delivering conference presentations
• Preparing and delivering comprehensive training for new administrative/sales staff to ensure that consistently high standards of service are maintained
• Organizing company meetings, presentations and exhibitions, as required, including regular liaison with a diverse range of professionals
• Efficiently fulfilling responsibilities as the Central Coordinator and Data Processor of all office documentaries, also, securing logs and reports with accurate details
• As the Maintenance Coordinator of all residential properties, regularly liaising with external contractors to manage maintenance requirements, processing purchases/jobs orders in a timely manner and resolving issues
• Sending correspondence and promptly following-up as necessary, scheduling meetings and managing the desk diary for the Real Estate Manager
• Performing a wide range of tasks as the Administrator for Ejari Contracts Online Registration, additionally, managing various social media such as Facebook and Twitter, as an Executive Marketer
• Responding promptly and knowledgably to client enquiries received via email or telephone, ensuring the provision of accurate and up to date information regarding individual property requirements
• As a Marketing Executive, diligently updating and maintaining property listings on the company website and other sites such as Dubizzle and Gulf News, responding to queries and scheduling viewings
• Regularly liaising with Property Consultants to obtain market updates and providing comprehensive support in the management of deals/transactions
• Generating new stock numbers for various medical/pharmaceutical items in accordance with the hospital categorization system based on each items’ area of usage in the facility
• Efficiently processing transmittals, purchase requests and purchase orders, ensuring timely submission for the Supplier Director’s final approval
• Conscientiously maintaining the Stock Inventory Status, ensuring it is well-balanced and that regular updates are implemented
• Utilizing an excellent working knowledge of Business Object to prepare comprehensive reports for Tender Items, Medical Consumptions and Monthly Expenditures for each department in the hospital
• Responding professionally to patient queries and requisitions from all hospital departments, referring calls to the appropriate staff member and ensuring consistent compliance with policies, procedures and processes
Bachelor of Science in Computer Engineering
