Administrative Assistant
Astellas Pharma DMCC
Total years of experience :18 years, 2 Months
•Organize regional and international travel requirement including but not limited to visas, air travel, hotels and car rentals;
•Organize and coordinate trainings/events;
•Organize catering as requested;
•Liaising with suppliers and clients, following up for payment;
•Responsible for Meeting Room Bookings;
•Circulate dial in details for TC and WebEx Meeting;
•Managing filing systems;
•Raise LPO thru SAP and confirming payment thru IMAP;
•Prepare and submit Monthly Expense Report for Marketing & Medical team;
•Drafting and Formatting agreement/contract and provide trim number;
•Responsible for sending request to IT Global Service desk for the team;
•Manage and maintain executives’ schedules, including arrangement of their travel, visa, and accommodation;
•Serve as the first point of contact with people from both inside and outside the organization;
•Liaise with staff, clients, and suppliers on behalf of the Managers;
•Prepare invoices, reports, memos, letters, and other corporate and human resource-related documents, using word processing, spreadsheets, or database;
•File and retrieve corporate documents, records, and reports;
•Greet visitors and determine whether they should be given access to specific individuals. Endorse to the concerned department once deemed necessary;
•Train and supervise lower-level staff;
•Assist the Operations Manager in the operational and logistical matters of the company;
•Assist and arrange visa for new employees;
•Prepare time sheet and pay slip every month for all employees and prepare salary certificate and salary transfer upon request.
•Organize regional and international travel requirement including but not limited to visas, air travel, hotels and car rentals;
•Organize and coordinate trainings/events;
•Liaising with suppliers and clients;
•Responsible for Meeting Room Bookings;
•Managing filing systems;
•Raise LPO thru SAP;
•Prepare and organize mailing for courier delivery upon request;
•Order stationery like business cards;
•Manage Flow Customer Care mailbox; CRMoD; OCM;
•Monitor and categorize emails received in the common mailbox as per Flow Business unit process;
•Log and Follow up Request for Quotation and Orders from the client;
•Mailing of invoices to Local Business Partner, Customers and End Users;
•Provide support to Order Management Officers especially on date management;
•Organise regional and international travel requirement including but not limited to visas, air travel, hotels, car rentals and entry permits;
•Arrange visas, hotels, transfer for Emerson customers and visitors;
•Arrange on-boarding requirements of new employees (i.e, visa, temporary accommodation and car);
•Maintain calendar schedule of division head;
•Order stationery like business cards and letter heads;
•Raise LPO thru Oracle;
•Maintain a log and booking schedules for meeting rooms and software CD’s;
•Maintain current file of hotel corporate rates within MEA. Negotiate for best corporate rates and obtain credit facilities from hotels as required;
•Prepare and organize mailing for courier delivery upon request;
•Circulate dial in details for the conference call;
•Arrange catering as requested;
• Outsourced translation coordination.
• Receiving, sorting and preparing purchase orders for finance.
• Responsible for following up on payments.
• Arranging meeting rooms for Legal team.
• Prepare and organize mailing for courier delivery upon request.
• Responsible for arranging notarization and attestation.
• Responsible for following up on License and Lease renewal for all entities.
• Prepare, update and track contract agreements.
• Ensure that the Legal documents are filed correctly by entities.
• Manage Letter of Engagement and Fee Structure.
• Keep records of Legal templates and version control.
• Updating company detailed information.
• Updating Legal’s to-do-list.
• Operates switchboard; answer and appropriately route all incoming calls; write messages and ensure their delivery to appropriate colleagues \n• Greet clients in a courteous and welcoming manner and direct them to appropriate room/floor. \n• Entering and editing time sheets (using Thomson Elite) and filing of documents (date wise) \n• Creating conference dial in details, connecting all participants in conf. patch in \n• Communicate with the branch offices regarding post and packages which needs to travel between offices. \n• Prepare and organize mail for courier delivery as requested; ensure the delivery of courier receipts to appropriate colleagues. \n• Responsible for daily maintenance of conference rooms, schedules client meeting and department meetings for staff and arranging catering as requested \n• Organizing and maintaining corporate files and legal records \n• Handling over cheques to supplier \n• Preparing LPO for flower request
*To respond on behalf of the Director with the head office and clients via internal email and telephone.
*Responsible for maintaining the general filing system and files of all the official correspondence.
*Responsible for responding to a large volume of incoming and outgoing calls/e-mails within a 24 hour time period.
*Manage the availability of conference rooms and to schedule the meetings.
*Complete the assigned task within the stipulated time without compromising on quality.
*To maintain the stock of office inventory and pantry supplies for the office.
*To collate and input the prospective client information into the system for processing by the sales team.
*Assist the Director and other staff as requested.
-responsible for promoting and selling
-monitoring weekly and monthly sales
-render full support and assistance to the superiors in a matter of visual merchandising and window display of my merchandise
-give full attention to the needs of the customer and help them to make best choice
-make sure that the merchandise is properly arranged and tidy at all cost
-maintain proper level of stock in the shop
-assisting and guiding the customer to cash counter for their payment
-prepare all business correspondence and prepare business proposal to prospective client
-train new sales executive how to create good clients
-implement and maintain effective working practice within co-worker
-controls and monitors incoming and outcoming FAX
-preparing sales report to my sales manager
-attend business meeting replacement to my manager if she is not available
-answer all incoming call and transfer to different department
-attends to all needs and problems of the staff such as cash advance, vacation leave, salary problem
-prepare all internal memo and business correspondence
-data encoding for finish material take-off of the engineers
-responsible for all document incoming and outgoing from other sub-contractor
-filing all the incoming and outgoing shop drawing
-maintain office store for stationery and office supplies
-reporting to my manager my daily and weekly sales of the shop
-review and maintain the status of store inventory
-prepare weekly requisition and daily purchase order in the shop
-maintain cleanliness in the counter and stockroom of the shop
-maintaining good attitude and hard working, loyalty to be a good model to my colleagues
-in-charge in maintaining right stock and arrange in proper designation
-prepare monthly sales report to know the level of inventory in the store
-give full attention to the manager and sales associate for their daily replenishment of there merchandise in selling area
-make sure that the merchandise is properly arrange and tidy at all cost
-check my stock everytime to prevent missing of merchandise in the store
-proper turn over of the stock pull out and delivery everytime we will end our shift
-make requisition of the stock we sold for the week to replenish immediately and to maintain average stock of particular item in the shop
High school
