Hiba Ismail

•devising and maintaining office systems, including data management and filing;
•arranging travel, visas and accommodation and, occasionally,
•take notes or dictation at meetings or to provide general assistance during presentations;
•screening phone calls, enquiries and requests, and handling them when appropriate;
•meeting and greeting visitors at all levels of seniority;
•organising and maintaining diaries and making appointments;
•dealing with incoming email, and post, often corresponding on behalf of the manager;
•producing documents, briefing papers, reports and presentations;
•organising and attending meetings and ensuring the manager is well prepared for meetings;
•liaising with clients, suppliers and other staff.

•To be the Focal point for administrative matters in the Beirut office and liaison point for various departments in the Dubai office such as Finance, IT and HR;
•Identify a suitable Travel Agent in Beirut and work closely with the provider in order to make all relevant travel arrangements (air tickets, hotel accommodation, transportation and car rental) for members of the Beirut office. This will include arranging any required visas. This will also require undertaking checks of all invoices received before forwarding them to Finance in Dubai for payment..
•Identify an appropriate provider of office cleaning services and ensuring that the provider maintains a high standard of service. This will entail checking invoices received before forwarding them to Finance in Dubai for payment.
•Maintaining a petty cash float for incidental office expenses, ensuring that receipts are obtained for all sums spent and liaising with Finance in Dubai regarding monthly reconciliations of the petty cash float as well as ensuring adequate funding is maintained.
•Maintain the general filing system and file all correspondence.
•Managing preparations for Clients’ meeting

•Prospects by telephone cold calling to establish territories
•Establish and maintain corporate accounts with clients
•Follow up with clients before, during and after the function
•Make reservation on behalf of clients
•Handle complains and pass it to Sales Manager
•Provide Banqueting Department with any leads received through corporate clients
•Translation of Arabic documents when required
•Maintained and updated a data sheet containing all project information

•Providing Executive support to the Director of Sales in all administrative functions
•Working with the marketing team to arrange corporate events and promotions
•Ensure that all Sales material are up to date and a reasonable amount is always available for the Sales Team usage
•Responding to customer concerns and requests
•Maintaining calendar for Show villa visitors
•Receives requests/ inquiries by telephone, fax or mail for price quotations/verifications, Availability, and changes or cancellations directly from customers. Responds immediately to customer inquiries/information needs and provides positive, courteous service to customers
•Take care of inquiries regarding Al Barari, prices, delivery times, warranty periods, customer service and credit/financing arrangements
•In coordination with the Client Relation Manager I was responsible for Customer Service Management, Compliant Management as well as problem resolution
•Entering of data into CRM System, e mail, telephone, fax, Correspondence, walk inns, generating reports.
•Sends product literature, price catalogs, references and other data to customer as required.
•Preparation of the Weekly Sales Report