Office Coordinator/Secretary
U Turn Tax Refund LLC
Total years of experience :24 years, 4 Months
Office Management
Designs and implements office procedures (recording of long distance calls, employee timesheet, utility bills, etc.)
Acts as the Secretary of various committees that will be established (i.e., Tender Committee, Investigation Committee, Projects Committee, etc.)
Arrange and prepare Travel related requests of employees including flight and hotel booking
Communication with external bodies/authorities in regards to any business related queries.
Present a professional, welcoming first contact to all clients, funder, vendors, board of members and staff, by phone, in person and email
Responsible for keeping office equipment maintained
Responsible for organizational functions and general meeting support, including arranging, follow-up calls, maintaining office space schedules, securing food and supplies, copying + faxing
Responsible for incoming & outgoing mail, shipping and receiving
Responsible for maintenance of common spaces for appearances and functionality
Composes correspondence from rough draft and transcription tapes regarding a wide variety of subjects.
Enters information (e.g., investigations, evaluations, call signs, inventory, etc.) into a computerized tracking system in order to originate, update, reconcile, transfer and track data.
Responsible for managing supplies and maintenance of storage areas
Provide support for teams: staff travels arrangement and expense tracking, program and stipend supplies etc.
Provide support for Marketing/Communications; maintain mailing list, assist with mailing and packets, web updating.
Provide support for IT department: Help monitor staff needs as staff requested.
Provide support for Human Resources: Interview schedule, applicant pool, resumes files, orientation and monitoring time sheet.
Provide support for Finance: Monitor staff credit card purchases and documentation, reconcile monthly VISA bill.
Tract and help Country Manager calendar, assist with meeting set-up and other duties as assigned
Assist with Board communication (mailing, meeting support and event).
Responsible for development & implementation of efficient office system
Reports
Tracks project timelines and ensure smooth coordination for both internal and external parties.
Prepares administrative reports and coordinates with the Department Head on the management and financial reports which are requested by the Board
Responsible for the execution of contracts, leases, or agreements and arrange safekeeping of all official records and documents
Document Control
Ensures that the records of UTTR, including founding documents (patent, articles of incorporation), lists of directors, board and committee meeting minutes, financial reports, etc., are maintained as required by law and made available when required by the authorized person.
Manages the Filing and Archiving System for Company Documents - company contracts, Board and management meetings, incoming/outgoing correspondences, memo, etc.
Maintains records management system across all UTTR Offices.
Maintains Personnel soft and hard filing system, in charge of daily time sheets and leave calendar management
Sales Coordination
Assisting in Research of new leads/prospects by way of cold calling, sending introductory emails, networking and other lead generating methods
Supporting and maintaining the calendar of the Country Manager for sales meetings, follow ups and appointments
Assisting with acquiring/providing further documentation if needed, with the clients
Responding to requests for documents or information from clients from processing department
Assisting the Country Manager for other Sales coordination tasks when needed
Preparing Payroll
Responsible for Stationery Supply
Responsible for Weekly & Monthly Report
Responsible for Ticket Booking
Visit Report Listing
Maintaining Data Base System
Preparing Quotation
Coordinating with the CBU team and Marketing Manager
Coordinating with the Product supplier
Set-up an appointment and meeting
Responsible for Telemarketing and E-marketing
Responsible for collecting Tenders
Study the market price
Responsible for mystery shopper
Acting as a Executive Secretary of Marketing Manager
Assisting in Administrative work/File Management
Follow-up with the Quotation Sent
Site Visit
Client listing/Update in QREP system
Developing accurate and thorough understanding of products
Total understanding of Real Estate market in Qatar, Egypt and Morocco
Total understanding of Qatar zoning and location
Ensuring best personal, ethical and business practices with all client and colleagues
Source and find listing that allows the brokers/us to place their properies with the firm and on the market for rent or sale
Once a listing is secured, prepare a unit card and presentation with all the details, including location map and pictures, etc. as well as arranging a site visit for colleague knowledge and easement of sales and leasing
Call management
Managing regular e-shots
Upload new product on to QREP system and update
File management/Sales
Working well with all in the sales team, senior sales executive and other regional colleagues sales agent
Time management
Diligence in all areas of work
Convey a sense of professionalism in the both Demeanor and appearance.
Use a common and consistent Quotation Mythology.
Practice a feature/Benefits selling mythology so that all the customer receive consistent treatment when doing business.
Ensure customer are properly satisfied for needs, wants and ability to buy.
Follow procedure to ensure timely and proper completion of all paper works.
Maintained the computerization inventory control along with the net profit objectives which eliminate the possibility of lower than anticipated profit.
Present the feature of all products over competing brands.
Accurate cash handling.
Process and verify all institutional invoices.
Auditing daily sales report.
Coordinate with the shipping schedules and delivery time.
Responsible for monthly inventory.
Responsible for encoding invoices.
Responsible for marketing.
Making Quotation of the product/Order.
Follow-up Institutional Payment.
Filling files.
making purchase order.
Assist written report to the management.
Responsible for baseline survey/operational bases/community and Government relation.
Monitoring the security situation in the base location and areas of operation/ensuring the operation teams and program are kept inform of security risk and development.
Developing and implementing appropriate new management support and procedure in coordination with the Department of Agriculture and NGO's.
Overseeing and supervising all base support staff including recruitment selection, raining and evaluation.
Responsible for letter correspondence.
Coordinate local officials before conducting a survey.
Assist the enumerator with their works.
Responsible for implementing of project, needs, supplies and function
Follow-up the enumerator work.
Finalized/Evaluation of the survey.
Maintenance the proper safekeeping of the records.
Submission of return, as required by the acts to the registrar of the company.
To permit the inspection of the above statutory books of the member.
Preparing memorandum, correspondence, report and meetings.
Arranging and coordinating internal and external meetings.
Maintain petty cash for the office used.
Maintain filling system with proper indexing for all records/files.
Make travel arrangement and overseas visit preparation.
Managing reception and telephone calls respond to all inquiries by telephone, emails or in person.
Established and organized effective and efficient filling system that facilitate proper safe and confidential storage.
Produces a variety of documents, chart, graph in final form .
Ordering supplies and maintaining record management system and perform basic bookkeeping record.
Scheduling and organizing appointment and meetings of the Directors and other staff.
Ensure that document is prepared and distributed at the appropriate time for General Meeting.
Assist the manager with the routine work.
Preparation and submission of expenses, raising purchase order, photocopying and scanning.
Process and coordinating outgoing communication in forms of e-mails, letters and voice messages.
Preparing documents for president meeting.
Following up the appointment result.
Managing the daily and weekly schedule and maintain the appointments calendar for the executive.
Sales and Admin. Coordinator