Personal Assistant
Union Properties PJSC
Total years of experience :19 years, 5 Months
• Assist GM and consolidate information in preparation of department’s annual budget
• Provide GM the sales, rental and retail reports on a daily, weekly and monthly basis of all the residential, rental and retail units
• Produce documents, briefing papers, reports and presentations, carry out background research and present findings into subjects the manager is dealing with.
• Regularly stand in for the manager, making decisions and delegating work to others in his absence
• Liaise with other department heads & staff (Legal, Finance, Projects, Marketing) concerning residential, rental and retail units issues
• Maintains office services by organizing office operations and procedures; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
• Personally handle and assist VIP clients with their contract preparation, contract renewal and all other issues and concern
• Gather information from the sub division and updating it in a systematic manner
• Devising and maintaining office systems, including data management and filing
• Arrange travel and accommodation and taking notes or dictation at meetings and provide general assistance during presentations
• Screen telephone calls, inquiries and requests, and handle them when appropriate.
• Greet and guide visitors, organize and maintain diaries and make appointments.
• Perform Contracts Administrator job when required
Operational/Leasing:
• Resolve daily operational issues of retail tenants after discussion and settlement.
• First point of contact for all operational issues faced by retail tenants.
• Actively liaise with finance, facilities and project departments to resolve problems faced by tenants.
• Escalate unresolved issues to management and regularly follow-up for resolution.
Financial duties:
• Assist in preparing the annual revenue budget and cash flow
• Compile data to prepare analytical reports to management
• Seek approvals from senior management of rental rates, discounts and other requests and communicate the same to the tenant.
• Maintain updated tenants’ database for all historical and future, rentals and service charges
• Communicate rental, service charges, EJARI fee, penalties on delayed payments and other levies as per lease agreements to the tenants and follow-up for collection.
• Calculate penalties on delayed payments and communicate the same to the tenant and follow-up for collection.
• Closely coordinate with the finance department on returned cheques, payments received through bank/wire transfers, replacement cheques and other information necessary to recover the outstanding dues.
Administrative duties:
• Preparation of offer letters, lease agreements, addendums to lease agreements, lease termination agreements, indemnity letters, etc.
• Prepare and register EJARI for all new tenant
• Prepare legal files for bad debt cases to be forwarded to the legal department.
• Prepare official correspondence on behalf of higher management as per directions i.e. reply to emails, notices, memos etc.
• Maintain and update CRM (Customer Relation Management System) and excel database for ease in mass correspondence i.e. mail merges, email merges, etc.
• Maintain and file all correspondence and legal documents in respective to tenant files.
• General Customer Service - attends to all clients, tenants, real estate agents and banks concerns and queries which include inbound and outbound calls, correspondences and direct interactions.
• Financial duties - prepare and submit payment, service charge, other fees to Finance department
• Prepare legal documents for all defaulter
• Upholds Company Policies to all clients, tenants, agents and banks.
• Coordinates with tenants’ contractual obligations such as due payments, third liability insurance and annual service charges.
• Facilitates Unit Transfer/ Resale meetings with sellers, buyers, agents and banks (if unit will be under Bank Mortgage).
• Coordinates regularly with different company departments e.g. PMD, Finance, Legal and Facilities Department.
• Responsible for full administration and logistics tasks such as Sales Agreements, Clients Circulars, Files and Databases, Handover Process,
• Program Access cards for the residential units when necessary and required.
• Maintaining the flow of documents and the upkeep of important information
• Track and follow-up on submittals, drawings and RFIs requiring a response.
• Distributes documentation to the consultant and contractor for review and comments
• Preparing correspondence addressed to client, consultant and sub contractor.
• Monitoring & updating the database and tracking list.
• Taking notes and generating the minutes of meeting.
• Uploading / downloading, copying and printing of incoming and outgoing project documents and drawings.
• Archiving and filing of all incoming and outgoing document for the project.
• Perform secretarial duties (1.e. Receiving calls, schedule appointments, mailing correspondence and reports, functioning as a travel planner (for the manager) and ordering office supplies and equipment).
• Maintain and execute the reconciling and reporting of monthly physical inventory and production data.
• Providing material control for engineering departments and ensures efficient transitions to production.
• Makes recommendation for production schedule changes based on the availability of material on order and in inventory.
• Review and approve Material Requirement Planning based on direct material requisitions for accuracy of planned quantity and delivery dates.
• Advised purchasing department on all changes in production schedules that may affect planned and placed purchase orders to expedite any critical parts.
• Coordinate with user departments and suppliers in the purchasing scope of work order.
• Assist in managing and following up materials needed in the production.
• Monitor and co-ordinate deliveries of materials between suppliers to ensure that all items are delivered on time.
• Interface with operations department regarding the production progress to expedite critical part and assemblies.
• Plan and manage inventory levels of materials or products
• Prepare and release work order.
• Responsible for the daily and monthly physical count of inventory of all the raw in line, work-in-process, direct and indirect materials, scrap units as well as the preparation of monthly report for submission to the customer.
• Oversee the day-to-day material requirement in relation to daily input and output target.
• Compute the material requirement of the line based on production use according to the monthly, weekly and daily forecast.
• Prepare material requirement (direct materials and operating supplies) to support the monthly build plan of the customer.
• Responsible on the actual daily material usage and withdrawal of materials based on the customer requirement.
• Work with material acquisition group on the critical materials on line.
• Monitor and co-ordinate deliveries of items between suppliers (local and overseas).