Executive Secretary/ Customer Service Representative
Amideast
مجموع سنوات الخبرة :5 years, 1 أشهر
- Arrange for and schedule appointments for the Country Director, including interviewing callers and making proper referrals; prepare material and make arrangements for meetings as required.
- Set up and maintain office files and keep correspondence and reports available for reference and efficient operation of the office.
-Develops, prepares, and/or compose responses to memos and correspondence requiring research and exercise of judgement and discretion; routinely writes, edits, and submits materials for internal/external communications.
-Maintains and analyzes budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making, and tracking expenditures, preparing budget statements regarding the status of accounts, making recommendations as to projected budgets.
-Manage calendar, screen meeting requests, arrange and organize meeting details and travel arrangements.
-Provides direct front-desk customer assistance; directs and provides information to customers, and facilitates the resolution of customer complaints and queries.
-Handle the registration of candidates for specified tests. This may include checking candidate’s details correctly, receiving payment and entering data into the website, informing candidates about the test and keeping files up to date and in an orderly manner.
-Provide a pleasant and positive experience for candidates to register.
-Phone inquiries need to be attended to as soon as possible and all messages answered.
-Responsible for maintaining the reception area in a professional way. Ensuring that newspapers, water bottles, etc. are not left lying around.
-Process customer cash transactions, ensuring maximum customer satisfaction.
-Establishes and manages customer accounts as appropriate to the individual position, within prescribed policy and procedural guidelines; handles and monitors transactions and associated documentation; investigates and resolves or refers problems and discrepancies, as appropriate.
-Answer, screen and transfer inbound calls
-Open, sort and distribute incoming correspondences
-Receive and direct visitors and clients
-Maintain electronic and hardcopy filing system
-Update records of staff, telephone extension and mobile numbers
-Prepare written responses to routine enquiries
-Prepare and modify documents including correspondences, reports, drafts, memos, endorsements and emails
-Arrange and prepare LPO for hotel accommodations and air ticket bookings for managers and expats travelling abroad
-Prepare vehicle access pass request (Sowwah & Yas Island) for staff and sub-contractors working under Cleveland Clinic Project
-Prepare liquidation report for cash advance and other incidental expenses
-Coordinate with all departments for timely monthly time sheet submittal
-Arrange interview for applicants and coordinate to the concerned department head
-Prepare Manpower Release, consolidate Site staff Leave Applications & Resignation
-Provide administrative support to ensure that operations are maintained in an effective, up to date and accurate manner.
As Purchasing Administrator:
• Evaluate suppliers based on price, quality, service support, availability, production and distribution capabilities, and the supplier’s reputation and history;
• Send inquiries to different suppliers;
• Prepares Price Comparison for all the quotations received;
• Ensure all purchases are inline with the specifications and site requirements;
• Responsible in ensuring all Purchase Orders are served to suppliers and materials are delivered and received in timely manner;
• Prepares cheque requisition for LPOs that requires immediate payment;
• Screen and evaluate new supplier (local & abroad) before qualifying them as legitimate supplier by issuing a Supplier Pre-Qualification Questionnaire;
• Periodic monitoring of Supplier’s Performance;
• Responsible in accounts applications to different suppliers;
• Review agreed terms and conditions in the credit application;
• Draft letters and manage correspondence concerning supplier pre-qualification process and approval;
• Maintain & update the approved supplier database from time to time;
• Assist the Purchasing Team in any tender process;
• Perform other duties assigned.
As Secretary:
• Schedule appointments and meetings of the Purchase Manager;
• Handles diary/calendar management of the Purchase Manager
• Answer telephone calls, address queries, take messages and relay it to the concerned personnel and provides best resolutions possible as part of the frontline staff;
• Send and receive messages on behalf of the purchase department and arrange distribution;
• Self correspondence;
• Take down and finalize minutes during the Weekly Meeting and distribute copy;
• Responsible for handling arrangement of meeting room;
• Updates Purchasing Staff contact details, addresses and project assignments;
• Liaise with Transport Dept. regarding delivery and pick up of materials; and
• Maintain files and documents in an excellent manner.