Administrative Assistant
Alghanim industries
مجموع سنوات الخبرة :15 years, 7 أشهر
• Typing of all correspondence i.e. letters, memos, schedules, agendas, etc.
• Handling independent business correspondence for the division (incoming and outgoing)
• Manage, organize and update relevant data, maintain a proper filing system
• Responsible for raising AFE (Authorization for Expenditure) form for internal purchases• Responsible for Raising Purchase order PO on SAP for vendors.
• Organizing all business operations related to events i.e. training, Conferences, Birthday parties, team meeting etc.
• Organizing travel and hotel reservations for business trips from and visitors to, the division as well as visa processing
• Preparing Travel authorization and travel expense forms after the employee business trip
• Responsible for preparing employees change of status forms, recruitment requests (new appointments, terminations, resignation) and remedy activation & deactivation form.
• Coordinating with government service especially in residence related matters
• Coordination of tasks, projects, and staff across various locations in Kuwait (warehouses, offices, suppliers, business partners, and other facilities)
• Responsible for division's stationery requirements.
• Responsible for the division’s time sheet, preparing overtimes, tracking and resolving of various attendance matters.
• Resolves administrative problems by analyzing information; identifying and communicating solutions.
• Preparing memos for all the monthly payments for bills and allocations and sending it to accounts.
• Responsible for handling business petty cash.
• Prepares internal communication memos in English and Arabic;
• Undertakes general administrative duties (i.e. general word processing, filing scheduling, , data entry, copying and emailing, ordering of equipment, materials and office supplies,
• Billing and partnering with Accounting as needed etc.);
• Maintains documentation.
• Composes routine letters and memoranda and prepares reports using knowledge of work area instructions and guidelines;
• Sorts, opens, logs, and distributes incoming mail; attaches incoming correspondence to relevant files and related materials needed for action.
• Coordinate renewal, update cataloging product logos for use in trademark filings and registration of Group Trade Marks with concerned departments, external IP agencies and relevant government entities.
• Coordinate renewal, update and registration of Group Agency Contracts with concerned departments, and relevant government entities.
• Maintaining documentation for the Group's business Trade Marks and Agency Agreements transactions and follow up with appropriate departments and parties.
• Prepare reports for management
- Business Skills Acquisition Programs and soft skills trainer (HR management -office skills management -accounting - marketing - customer service - sales - medical records management - public relations - time management programs )
- IT certified trainer office 2007 (word- excel - power point - outlook - internet - access)
• Conduct training needs analysis through employee opinions surveys, interviews etc.
• Produce training materials and develop training programs according to TNA.
• Select and develop training aids and materials for each training program.
• Prepare, coordinate and deliver retail training courses such as (customer service -sales -team building and communication skills training programs)
• Help in raising employee awareness about company policies and procedures
• Help employees to explore and enhance their skills and work professionally with customers
Responsibilities and Tasks:
Administration
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Greet and receive visitors
• Respond to customer inquiries and complaints
• Handle Incoming and Outgoing Mail
• Prepare Quotations and send Invoices to customers.
• Schedule and attend meetings
• Documents Management including Typing, Filing, Distribution and Reporting
• Report to top management ( CEO )
Marketing
• Monitor our competitors' online marketing strategy.
• Promote company image through social media marketing campaigns.
• Assist in developing the online marketing campaign including the following ( determine the ads budget -determine the best time for posting according to the highest engagement time - write the ads content - define our targeting audience )
• Reply to customers' comments and messages in the most professional and friendly way as well.
• Monitor and analyze our marketing campaign success (likes-engagement- ads reach - new sales leads) and report it to the manager.
• Manage company website content and update it regularly whenever required .
• Create new profile of targeting customers and develop ways to approach them.
• Build and update customer databases.
• Send greeting emails on every special occasion to our old and new customers with our new products and company profile.
• Arrange new customers meeting.
• Arrange the production and distribution of marketing materials(brochures-business cards -company profile )
• Organize events such as conferences and exhibition.
HR:
• Recruit new employees through social networks and recruitment websites
• Filter, screen C.V’S and preparing short lists of candidates.
• Prepare interviews for managers
• Present offers to new candidates.
• Conduct new employee orientation and prepare new training programs
• Handle the social insurance and labor office issues.
• Update and keeps record employees documents.
• Handle all resignation & hiring procedures.
• Prepare job offers, insurance forms and vacation sheet.
Responsibilities and Tasks:
• Receive patient inquires and complains then handle them in the most proper manner.
• Call the patients to support them, and also to make sure that they are satisfied with our hospital services.
• Document customers' complaints and report it daily to manager.
• Prepare all ISO 9001 required procedures documents for our department.
• Gather customer service satisfaction questionnaires from front office manager.
• Analysis data founded and represent it graphically and in number, then report it to department and quality officer.
• Perform any task required in marketing dept.
Responsibilities and Tasks:
• Welcome patients by greeting patients and visitors, in person or on the telephone; answer or refer inquiries.
• Schedule patients' appointments in person or by telephone.
• Comfort patients by anticipating patients' anxieties; answering patients' questions.
• Record and collect patient charges.
• Protects patients' rights by maintaining confidentiality of personal and financial information.
Training program for database development and administration
• deal with freight forwarders, suppliers up to delivery completion.
• Search for new suppliers via internet for new products and compare between their offers to get the best offer.
• Handel all required shipping procedures.
• Handle all communication with suppliers starting from getting the best offer and till shipping the goods.
• Track the shipment online and with the shipping company.
• Handle bank accounts and required all papers for the shipment.
• . Make visa and hotel arrangement for the GM
very good
Diploma in Business Administration major Human Resource management from commerce faculty ( Cairo university )