Executive Secretary
al - madar holding w.l.l
Total des années d'expérience :21 years, 9 Mois
• Reports directly to both the Deputy Managing Director and the Operations Manager.
Collaborate with various levels of management to gather information pertaining to key issues.
• Communicate with external contacts to properly handle direction of business relations and distribution of company profile. Follow through with meeting arrangements as needed.
• Coordinate the interviewing process between management and ‘new hire’ candidates; Assist out-of-town candidates with travel, hotel and car service arrangements.
• Organize details of off-site functions involving participants’ availability, securing of location, menu choices, travel arrangements and material preparation, i.e. correspondence, charts and slide presentations.
• Assist with Quality Manager with regards to quality control related issues such as ISO forms and procedures, monitoring of proper filing of all incoming and outgoing documents (correspondences, drawings and submittals).
Assess assignments to Main Office secretaries/Document Controllers and Site Offices’ secretaries to determine the prioritization of work flow; Screen calls and mail.
• Devise and maintain extensive filing system and corresponding cross-referenced list.
• Screening and transferring of all calls for concern parties.
• Provided full administrative support to all Department Heads and Project Managers, as the need requires.
• Handled the inventory and requisitioning of supplies adhering to a limited budget.
• Assisted with word processing projects requiring extensive output of spreadsheets and presentations.
• Answer customer inquiries regarding different products by the company/client.
• Maintaining proper safekeeping and recording of all documents and good quality of work output.
• Meet and exceed sales quotas.
• Create reports regarding the sales and inventory of the products sold.
• Data input to database related to document receiving and tracking, document transmittals, document imaging and project document reproduction and distribution.
• Maintain files of all internal and external correspondence, minutes of meetings and other technical documents.
• Managed documents /records /files and responded to queries from callers and visitors
• Maintain an orderly and clean work environment within the office premises.
• Handled confidential information with utmost discretion.
• Ordered products to be sold and stored in the store.
• Made follow up calls on clients’ orders and payments.
• Provided accurate information of our products and services.
• Transacted with the bank to do company’s deposits, withdrawals and payments
• Analyzed and presented reports.
• Transmitted reports thru e-mail and mail.
• Attended to customer inquiries and complaints
• Maintained proper filing of reports and other pertinent documents
• Coordinated with other job counterparts for the resolution of any problem encountered by staff related to invoice status and other concerns.
• Ensured proper issuance of all the necessary reports and communications according to schedule for the effective and timely monitoring of important files.
• Updated and uploaded the system of necessary information from delivery to transmittal of documents.
• Handled various accounting transactions and reconciliation tasks
• Provided account status data whenever requires and handled phone enquiries
• Informed customers about various bank products
• Submitted reports for the transaction done on a daily basis.