Hayam Al Yamani

Job Purpose:
Being responsible for supporting high-level executive and tendering department, providing administrative support and perform numerous duties, including scheduling, writing correspondence, emailing, handling visitors, routing callers, and answering questions and requests.


Responsibilities:

• Provide administrative and clerical support to departments or individuals.
• Schedule meetings and arrange conference rooms.
• Alert manager about cancelations or new meetings.
• Manage travel and schedule.
• Handle information requests.
• Prepare correspondence and stuff mail into envelopes.
• Arrange for outgoing mail and packages to be picked up.
• Prepare statistical reports.
• Manage spread sheets.
• Greet and receive visitor.
• Prepare confidential and sensitive documents.
• Coordinates office management activities.
• Determine matters of top priority and handle accordingly.
• Prepare agenda for meetings.
• Takes and transcribes dictation.
• Plans events and volunteer activities.
• Maintain office procedures.
• Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records.
• Operate office equipment, such as photocopy machine and scanner.
• Coordinate committees and task forces.
• Relay directives, instructions and assignment to executives.
• Receive and relay telephone messages.
• Direct the general public to the appropriate staff member.
• Maintain hard copy and electronic filing system.

 deal directly with customers either by telephone, electronically or face to face
 respond promptly to customer inquiries
 handle and resolve customer complaints
 obtain and evaluate all relevant information to handle inquiries and complaints
 perform customer verifications
 process orders, forms, applications and requests
 direct requests and unresolved issues to the designated resource
 manage customers' accounts
 keep records of customer interactions and transactions
 record details of inquiries, comments and complaints
 record details of actions taken
 manage administration
 communicate and coordinate with internal departments
 follow up on customer interactions
 Excellent communication skills
 Organized with filing system
 Maintained excellent customer relations and developed customer rapport.

• Schedule and confirm patient diagnostic appointments, surgeries and medical consultations.
• Compile and record medical charts, reports, and correspondence, using typewriter or personal computer.
• Answer telephones, and direct calls to appropriate staff.
• Receive and route messages and documents such as laboratory results to appropriate staff.
• Greet visitors, ascertain purpose of visit, and direct them to appropriate staff.
• Interview patients in order to complete documents, case histories, and forms such as intake and insurance forms.
• Maintain medical records, technical library and correspondence files.
• Operate office equipment such as voice mail messaging systems, and use word processing, spread sheet, and other software applications to prepare reports, invoices, financial statements, letters, case histories and medical records.
• Transmit correspondence and medical records by mail, e-mail, or fax.
• Perform various clerical and administrative functions, such as ordering and maintaining an inventory of supplies.
• Arrange hospital admissions for patients.
• Transcribe recorded messages and practitioners' diagnoses and recommendations into patients' medical records.
• Perform bookkeeping duties, such as credits and collections, preparing and sending financial statements and bills, and keeping financial records.
• Complete insurance and other claim forms.
• Prepare correspondence and assist physicians or medical scientists with preparation of reports, speeches, articles and conference proceedings.