Assistant Specialist and administrative
Arab air carriers organization
Total years of experience :17 years, 5 Months
• Maintain and grow working relationships with clients and service providers in designated areas and contact them in a timely manner to ensure SLAs and KPIs are being respected.
• Represent clients and negotiate on their behalf ensuring clients’ best interest and meet project’s targets by strategical planning and organizing the workload.
• Monitor tenders’ processes by preparing and issuing requests for proposals (RFP), review and analyze provided proposals and payment terms and shortlist service providers against RFP criteria.
• Periodic review of vendors’ and service providers’ contracts and update in line with the organization’s rules and regulations.
• Communicate effectively the progress of the project’s process to the client and ensure everyone is on the same page by entering data to update the server.
• Identify and source new Service Providers and Vendors and grow contacts’ data base.
• Conduct thorough research to build knowledge and stay abreast on the outcomes of latest global industry regulations and policies.
• Develop content in English and Arabic for website news flashes and publications.
• Guiding and Mentoring the team on various tasks and programs.
• Be AACO’s ambassador and representative in various events and conferences and promote its vision, such as: AACO IATA Aero Political Forum (Beirut), AACO Fuel Forum (Dubai).
• Organize various industry meetings and events from A-Z managing guest lists and invitees, updating the program of the event, venue quotation and set up, meeting or event equipment, travel arrangements and transportation, and event day operations’ management such as: AACO IATA Ground Handling Workshop (Cairo) and Istanbul New Airport site visit (Istanbul 2019).
Achievements:
• Increased number of participants in the project by 15%.
• Acknowledged as a contributing team member for:
o Created an organized and indexed system for travel processes
o Created a step by step training manual to support new joiners in their assigned tasks in creating the Organization’s publications, editing and distributing them.
o Introduced a bimonthly bulletin that includes latest technology and solutions to initiate business collaboration opportunities.
Promptly receive and screen incoming telephone calls providing friendly and professional greeting, taking messages as appropriate, respond where appropriate.
Coordinates and facilitates the manager’s calendar to arrange appointments, meetings, and conferences.
Arrange for meetings and take minutes of meeting and distribute them to concerned people.
Prepares and processes emails, composes memos, letters, reports, etc.
Develop and maintain well organized filing system that permits easy reference and rapid retrieval of information.
Maintain an adequate inventory of office supplies and stationary stock.
Coordinating deliveries and courier
Offer administrative support to the team members
Customer Service and Sales
Handle customers’ queries and ensure that clients receive best customer service.
Attract potential customers by answering product and service questions; suggesting information about other products and services.
Opens customer accounts by recording account information.
Maintain customer records by updating account information.
Resolve product or service problems by clarifying the customer's complaint; determining the cause of the problem; selecting and explaining the best solution to solve the problem; expediting correction or adjustment; following up to ensure resolution.
Prepare and follow up on orders from clients and insure timely delivery.
Prepare sales contracts, invoices and Maintenance contracts and related installment bills and enter them into the system.
Accounting
Initiating payments to suppliers and third parties : cash, check, bank payment.
Handle cash box and petty cash
Process incoming and outgoing checks.
Control incoming invoices against purchases orders and contracts.
Daily vouchers of sales, receipts, transfers, and expenses.
Managing customer accounts, follow-up the collections & payments
Follow -up suppliers accounts
Prepare statement of account for clients
Prepare receipts as required and maintain accounts receivable database system.
Hr. Personnel
Prepare employees attendances, leaves, Sick leaves, testimony requests, etc…
Training and on boarding of new employees
Recruit employees by assessing applications and conducting initial interviews in coordination with HR department
Expedite orders at different stages from the supplier point to the delivery point
Develop detailed and accurate documentation for all stages of the logistics cycle from initiation to closing stage
Ensure compliance with all governmental procedures related to shipments
Negotiate shipment rates and quotes with freight forwarders and shipping lines
Send placed orders to suppliers and follow up with them.
Check Proforma invoices compared to placed order, payment terms and shipment terms
Insure the goods
Prepare bank transfers and payments to the suppliers, forwarders, shipping agencies and third parties of due invoices and establish letters of credit.
Prepare credit notes, debit notes related to suppliers
Check the receiving report (packing list), investigate discrepancies and follow-up compensation/adjustment/action
Prepare and update the shipping schedule and relative details
Coordinate for delivery of container to warehouse and provide the supervisor with necessary documents to ensure correct receipt of goods.
Administrative tasks
Screen incoming telephone calls, taking messages as appropriate, respond where appropriate.
Makes travel arrangements; prepares itineraries; prepares compiles and maintains travel vouchers and records.
Prepares and processes emails, composes memos, letters, reports, etc.
Develop and maintain well organized filing system that permits easy reference and rapid retrieval of information.
Maintain an adequate inventory of office supplies and stationary
Coordinating deliveries and courier
Performs various clerical duties including but not limited to mailing, faxing, and photocopying.
Accounting
Initiating payments to suppliers and third parties
Handle cash box and petty cash
Process incoming and outgoing checks.
Reconciling and monitoring banks statements and supplier’s statements.
Managing customer accounts, follow-up the collections & payments
Follow -up suppliers accounts
Prepare statement of account for clients
Honor List in English Class One Stop Travel Shop- Graduation Project
URL removed due to policy violation. Please contact support for further information.