Back Office Support & Admin Assistant
National Car Rental / Al Tayer Group
مجموع سنوات الخبرة :21 years, 3 أشهر
• Manage pre-authorization completion and credit card charging process for branch transactions
• Prepares Statement of Accounts Invoices & documents such as Passport/EID and Driver license for filing of police cases as per standard procedure
• Daily handles payment allocation, offsetting and reconciling of entries in the system for verification of final refund amounts and total balance POS against register at CarPro system. Knowledge on Debit Note & Credit Note on agreement if required
• Extend corporate rental agreements in the system for the purpose of timely and proper invoicing schedules and rates as per agreed contract
• Prepare and compile documents for open & closed of weekly/monthly Lease and Corporate rental agreements such as invoice summary sheets and original transactions slips and additional attachments if necessary
• Email notifications to customers with details of the pending amount prior to charging and respond to queries by providing supporting details if required
• Prepare and collate checklists, lease & license agreements, amendments, notice letters and reports as and when required by line manager(s)
• Systematically manage electronic and hard copy documents by formulating tracker log sheets to ensure updated and accurate filing of all information and agreements.
• Review all documents to ensure accuracy and alignment with instructions / terms and conditions agreed all the time of closing the deal
• Issue Ejari from system for new and renewal tenants and coordinate with Land Department for resolving any matter.
• Prepares and issues correspondence by email, couriered letter and responsible for all client related concerns including follow up potential tenant requirements.
• Update Leasing Team Members both formally and informally as required to ensure all documentation is executed in a timely manner
• Deal with any walk-in tenants’ requests and queries and cheque payments.
• Collect all pertinent and valid legal documents from the client such as Trade license, Commercial Registration, Insurance Certificate, Emirates ID, passport copies etc., to ensure the legality of the client
• Obtain signature of authorized signatories electronically and physically on documents and agreements following company’s DOA
•Completion of Purchase Orders issuance for adhoc and annual maintenance services that are subject for payment release with an average of 15 to 20 documentations per day
• Ensure correctness of payment disbursements by reviewing the amount and terms with respect to contracts and supplier invoices as well as coordinating any disputes or amendments required on the supplier side
• Assist in issues relating to A/C utilities and community management for both unit owners and their tenants as mandated by Owner's Association of the handled towers and buildings
• Maintain and update the owners and tenant database and established an organized hard copy filing system of Chilled Water Agreement documents
• Attend to walk-in, phone and email correspondences, answers to customer complaints and ensures that concerns are answered in comprehensive and polite manner
• Assist the finance team in facilitating final bill documentation, collection, invoicing and update of Statement of accounts resulting to significant increase of monthly receivables
•Coordinate A/C meter inspection schedules in case of complaints on meter readings and technical issues
• More than 8 years of successful experience in providing customer service support with recognized strengths in account maintenance, problem-solving, sales staff support, and planning/implementing proactive procedures and systems
• Carry out duties & responsibilities of Customer Service Manager during his absence, attends to all incoming inquiries of clients pertaining to present & previous projects
• Generate after sales quotation for spare parts ensuring that all costs are covered by input of reasonable mark-up with respect to supplier’s offer
• Perform vital part in materializing over 125 Spare Parts Sales Order and Warranty Work Orders per year by preparing all necessary documentations such as Material Requisition (MRQ), Customer LPO, Packing list, Invoices, Tracking Part Number forms, MSDS, Delivery Order and other logistics requirements
• Monitor the status of every after sales orders from the time of collection/delivery of orders up to the time of receipt of goods by the client at site and keeping a complete record of all accomplished after sales work orders, warranty work orders and shipping reports
• Implement a comprehensive record for sales orders and expenses in order to keep track of the department’s use in monitoring flow of income derived from all after sales orders
• Support in achieving ISO 9001-2008 certification by consolidating quarterly and annual audit requirements, Quality Management System, Customer Complaints/Suggestion Reports and Quality control/satisfaction surveys sent to customers to formulate new ways in improving customer service
• Serves as an administrative arm of the branch office, responsible for submission of daily attendance report, leave forms, liquidation and reimbursement of branch’s transportation expense and request of office and stationery supplies
• Review client requirements for loan applications, loan releases and renewals and securing all information in ERP data base for quarterly and annual spot audit purposes
• Record and enter data of cash and check payments issued by clients through the individual loan ledgers in order to keep balance of entries
• Prepare and submit branch accounting reports, Monthly Summary Collection, Loans Aging, Daily Collection & Daily and Monthly Past Due Reports