Admin Assistant legal
Msheireb Properties
Total years of experience :13 years, 4 Months
Arranging Msheireb Board of Directors Meeting, date, time and location, sending the calendar to the Board of Directors Members. Working on agenda and finalize board of Director's presentation slides.
Facilitate the legal budget and monitoring the legal budget status for the year.
Participate in activities of support services including reception, administrative, secretarial, housekeeping, travel and security services
Participate in activities of support services including reception, administrative, secretarial, housekeeping, travel and security services
Maintain up-to-date information on condition of additional requirement of office facilities, such as furniture, computers and electronic equipment, required for day-to-day functioning of the office
Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
Answer calls and give information to callers, take messages, or transfer calls to appropriate individuals.
Schedule and confirm appointments for clients, customers, or supervisors.
Arrange conferences, meetings, travel reservations for office personnel and maintain scheduling and event calendars
Complete forms in accordance with company procedures.
Compose, type, and distribute meeting notes, routine correspondence, and reports.
Locate and attach appropriate files to incoming correspondence requiring replies.
Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
Take dictation and transcribe information.
Review communications for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
- Assist in preparation of legal documents including contracts and legal agreements.
- Perform research and analysis of routine legal problems and issues. This includes investigation through statistical and documentary research for legal opinions of a routine nature or limited scope.
- May be required to respond to requests from the Legal Counsel or the management team for legal documents and inquiries about interpretation of laws.
- Perform preliminary work in the preparation of legal opinions and assist in the preparation of documents of a routine nature.
- Review and edit prepared documents for accuracy and performs transcription of legal documents, incoming and outgoing correspondence, contracts or briefs.
- Assist in preparing responses to questions regarding administration of regulatory and other legal matters.
- Manage and prioritize the calendar and scheduling of events for the Legal Counsel. Make decisions about conflicting meetings/events/engagements based on known priorities.
- Review recent legislation, court cases, correspondence, and publications and refer matters of note or action items to the Legal Counsel.
- Receive and respond to general correspondence addressed to the Legal Counsel and ensure archiving of all said correspondence.
- Ensure legal standards are met through regular monitoring of standards set in accordance with Qatar Cool requirements (surprise / spot checks).
- Perform any other duty as assigned by the Legal Counsel.
Prepare Correspondence, reports and materials for presentation.
- Maintain Department Manager’s Calendar.
- Set up and coordinate meetings and conferences.
Responsibilities and Obligations
Important tasks : Import & Export
- Work close with suppliers exp: (PolyTec/ Bayer / BJB / Tridonic Atco / Philips .... etc./ and, negotiating best price and credit terms for the date, maintains records of goods ordered and received.
- Prepare purchasing orders, analyze price proposals, and follow up company procurement procedures.
- Follow up for all shipments request ( Import & Export ).
- Follow up of shipping documentation as ( Bill of Lading -Euro 1 /
certificate of origin /Commercial Invoice/Packing List / Insurance Certificate / Material Safety Data Sheet )
- Send e-mails to freight companies (APL/MSC/PIL) to ask them for quotations
Other Tasks
- Prepare Correspondence, reports and materials for presentation.
- Maintain President’s Calendar.
- Prepare and maintain President’s expense report.
- Set up and coordinate meetings and conferences .
- Create, transcribe, and distribute meeting agendas and minutes.
- Following up imported shipments, shipments, shipping documents and custom clearance.
- Answer telephone and handle inappropriate manner.
- Set up accommodation and entertainment arrangements for company visitors.
- Perform general clerical duties to include photocopying, faxing, mailing, and filing .
- Coordinate project-based work.
- Organizing the recruitment of new staff.
- Controlling the office budget.
- Dealing with post and emails.
- Making requisitions of hotels booking for the managing director.
- Conducting of all the local purchasing activities, receiving purchasing request from different department and branches and work to plan inventory requirement .
- Work close with suppliers, negotiating best price and credit terms for the date, maintains records of goods ordered and received.
- Prepare purchasing orders, analyze price proposals, and follow up company procurement procedures.
- Acquires necessary approvals for payment of invoices from line manager and management .
- Research and evaluate suppliers, maintain supplier database with evaluate points based on price, quality, selection service, support, availability, reliability, production and distribution capabilities as well as the supplier’s repetition and history .
- Confer with staff, users and vendors to discuss defective or unacceptable goods or services and determine corrective.
Managing the day- to-day operation, using the concierge and property management software.
Recruiting vendors and adding new services .
Handling customer orders, setting appointments and following up with vendors.
Resolving customer complaints.
Working Closely with Sales Associated to help achieve successful closing.
Conducting customer satisfaction Survey.
Generation new effective marketing ideas .
Responsible for adequate performance and follow up on process or problems of internal software
Training and system orientation for new employees.
Inter-Department link & Coordination between affiliate and cooperation, and indulged in various Coldwell Banker Egypt Department internal cycles.
Responsible on following up on reporting and meeting deadline implementation.
Complete the magazine procedure.
Arrange and manage all resources to increase business, on behalf of mangers
Continuous research and up grading of Coldwell Banker-Egypt standards and Operation system.
Following up on the progress of assigned tasks to all department.