Secretary
Ruwais Marine Services
Total years of experience :18 years, 9 Months
Communication:
• Receives telephone calls and records and relays messages
• Receives/prepares/disburses departmental communication e.g. letters, memos, faxes, etc
• Coordinates/follows up with other departments for purposes of information gathering
• Prepares Tender documents (often technical in nature) as requested by the Manager
• Prepares presentations to internal/external parties
Office Management:
• Schedules meetings and reminds manager
• Coordinates conferences/events/activities
• Organizes and maintains departmental files
• Requests and receives office equipment/stationary
• Receives department visitors
• Monitors staff attendance and informs the manager of late arrivals/early departures
Travel
• Handles necessary travel arrangement through coordination with the person who will travel and travel agents.
General
• Performs similar or related tasks as requested by the Manager.
Received and responded to queries on Request for Quotation. Obtained and processed all necessary documents to submit to bid proposal for PQ and Quotations under strict deadlines. Provides Administrative support to General Manager for Sales & Marketing, Sr. Sales Engineer, Estimators and others regarding RFQ Enquiries and Quotations. Keeping and updating the soft and hard copies for Enquiries as well as soft and hard copies for Quotations as a record. Responding emails for Estimation Department regarding Non Disclosure Agreement, Enquiries, Quotations and other necessary emails for Enquiries and Quotations as per Estimators instruction. Keeping records for Enquiries and Quotations in ERP System. Maintained company job files and other confidential documents at all times.
Manage and maintain the General Manager`s for Sales & Marketing diary and email account. Filter emails, highlight urgent correspondences and print attachments. Ensure busy diary commitments, papers, travel arrangements are managed effectively including producing a daily folder with diary and necessary papers. Conduct weekly diary meetings with the General Manager for Sales & Marketing to discuss upcoming arrangements, invitations and other requests. Schedule on behalf of the General Manager for Sales & Marketing meetings between him and his direct reports and the committees and groups to which he is a member. Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the General Manager for Sales & Marketing match his requirements. Filter General information, queries, phone calls and invitations to General Manager for Sales & Marketing by redirecting or taking forward such contact as appropriate. Keep and maintain an accurate record of papers and electronic correspondences on behalf of the General Manager for Sales & Marketing. Ensure guest meetings with the General Manager for Sales & Marketing are well taken care of. In charge of production of soft copy and hard prints of documents/ pre-qualification for submissions to the Client.
Making correspondence letters and emails to the Clients. Filter emails, highlight urgent correspondences and print attachments. Maintaining and keeping records, documents, and reports. Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the Deputy General Manager match his requirements. Screening telephone calls, schedule appointments, handling enquiries and requests. Organizing and maintaining diaries and making appointments. Dealing with incoming email, faxes and post, often corresponding on behalf of the Deputy General Manager - Operations. Deputizing for the Deputy General Manager - Operations, delegating work to others in Deputy General Manager`s Operations absence as per his instruction. Follow up things from time to time. Maintaining confidentiality and keeping a records for all files.
Provide all the personal assistance to Operations Manager. Maintain official/personal calendar efficiently by managing ever changing and complex schedules to ensure effective time management. Receive, direct and relay telephone messages and fax messages without any delay. Maintain and organize the General Official and Confidential documents. Keep and maintain an accurate record of papers and electronic correspondences on behalf of the managerial and directorial staff. Assist in the preparation of meetings, conferences and conferences telephone calls. Arrange the business and personal travel arrangement of Operations Manager. Promote successful inter-departmental relationships and willing to help colleagues in completing the tasks.
Efficient management of the reception area and switchboard. Meet and greet visitors ensuring that the member of the staff whom they have an appointment is advised of their arrival as speedily as possible. Ensure up to date information regarding company profile and policies. Answer telephone calls on the reception desk and redirect as necessary, take accurate messages for the intended recipient if he/she is not available. Assist callers with general inquiries providing telephone numbers for other business units and if required giving direction/location of the office. Receive deliveries from couriers and ensure they are delivered to the appropriate person, vice versa. Book taxis/driver upon requests.
Meet and greet the guest and accommodate their queries. Working closely with other sub department to provide a high degree of attentiveness and professional service for the guests. Achieving excellent guest feedback by building a personal client base. Assisting customer ways to maximize amenities for their enjoyment.