Office Administrator
Hamad Medical Corporation
Total years of experience :8 years, 8 Months
• Responsible for providing high-level administrative support to corporate management executives.
• Maintains communications with the Medical Staff, hospital personnel, the Corporate Management and
external individuals/groups and governmental offices etc.
• Involved in the recruitment of dep’t staff: locum invitation, long term recruitment (job offers), and short visits.
• Maintain all medical administration confidential issues/work, handling incoming / outgoing daily mails (open, sort and distribute incoming correspondences).
• Arrange and coordinate Director office relations with governmental and
Non-governmental organization Organize and arrange meetings of the Director and take the minutes when requested.
• Participate in the production of the annual clinical performance report of the clinical departments.
• Coordinate with staff working on verification of credentials of new and old recruits for any relevant documentation to be assessed/seen/signed by the Medical Director.
• Operate office equipment such as voice mail messaging systems and use word processing, Power Point to prepare reports, write memos, letters etc.
• Responsible in monitoring, updating and applying the Physicians/Doctors Professional License.
• Minutes Taker / Secretary and a member of the committee for hospital investigation. AMOC ( Adverse Medical Outcome Committee ).
• Responsible and trusted in gathering all the confidential data specifically the Mortality Rate data of the Hospital for review of the Medical Examiners.
• Responsible for the company secretarial functions, duties and responsibilities.
• Responsible in Managing, Tracking, Responding and reporting on enquiries received from the client and supplier.
• Responsible in monitoring office supplies, attendance and employee needs in the office.
• Responsible in making job contract/job offer for newly hired employee.
• Responsible in arranging transportation for the employee.
• Responsible in applying travel/business visa of the manager/employee.
• Responsible for performing edits on documents before submitting them for approval in order to prevent specific forms of company documentation from being disqualified.
• Responsible in answering inquiries of the clients and suppliers for interior decorating materials.
• Responsible in arranging travel, booking details of the employee.
• Preparing, maintaining and filing invoices/documents in making reports for presentations.
• Provide assistance and setting meeting for the general manager with the client/suppliers.
• Receives and processes classified information and treats them with strict confidentiality
• Responsible in answering phone calls and emails.
• Responsible in screening and sorting of receive resume of applicants (via email, fax and walk in).
• Responsible for keeping all important files and accountable for releasing important documents such as cheque copies, invoices, client documents.
• Creating and modifying documents using Microsoft Office.
• Dealing with client/supplier/bank request and issues.
• Execute administration routines and services as per procedures and work instructions.
Project: NEW DOHA INTERNATIONAL AIRPORT - Doha, State of Qatar
• Meeting and greeting clients and visitors to the office.
• Responsible in Managing, Tracking, Responding and Reporting on enquiries received from the client and supplier.
• Responsible in monitoring office supplies, attendance and employee needs in the office.
• Responsible in making job contract/job offer for newly hired employee.
• Responsible in arranging transportation for the employee.
• Typing documents and distributing memos.
• Creating and modifying documents using Microsoft Office.
• Handling incoming / outgoing calls, correspondence and filing.
• Updating, processing, editing, maintaining and filling of all documents.
• Prepared letters, invoices and other important documents of client/suppliers.
• Setting up, coordinating and taking of clients/ suppliers meetings.
• Responsible in answering phone calls and emails.
• Organizing and preparing reports.
• Responsible in Upselling, reservation of guest in the hotels.
• Responsible in keeping managers and hotel data information.
• Responsible in answering phone calls, emails and guest inquiries/reservations.
• Responsible in helping the guest using online reservations.
• Maintaining and updating hotel promos.
• Responsible in monitoring the log sheet for the development of sales department target.
• Update the FAQ’S in the log sheet for the inquiries of the guest.
• Answer the Reservation Issues of the Hotel Guest.
• Creating, Modifying and cancelling guest reservations.
• Responsible in sending confirmation email of the guest.
• Confirmed reservation of the guest by phone/email
• Responsible in collecting, preparing, monitoring outstanding invoices from the client.
• Responsible in processing, follow-up cheques of the client.
• Reporting in a timely and accurate manner on company procedures.
• Request for Warning letter and Demand letter to U.S. Counter part.
• Check the payment in our system using the Check number provided by the client.
• Build Rapport with the Client/s especially with the Accounts Payable person who is in charge of paying the invoice/s.
• Encode all payment checks on our programmed system
• Saved all the payments, follow up call, Information of the client in our programmed system ( Citrix, Oracle, Excel )
• Make the minimum of 30 calls per shift.
• Meet 100% of our individual quotas.
• Resolve Client queries and ensure customer satisfaction
• Visit the client and resolve concerns with regards to the product.
• Documentation and reports.
• Preparation of the trainer’s schedule
• Coordinate with the client and programmers.
• Training and assisting the personnel on the product specification.
• Organize and set meeting with the client.