Admin Assistant
Charterhouse Middle East
Total years of experience :11 years, 4 Months
• Manage correspondences by taking messages, answering calls, and greeting guests
• Handling petty cash and formatting CVs
• Manage conference room reservations, organize all aspects for meetings and managing the reception area.
• Handle incoming/outgoing mail, organize and manage inbound/ outbound couriers & maintain their records.
• Manages supply levels and arranging maintenance.
• Support with day-to-day operations and assist a team in all clerical and administrative duties.
• Sets up and schedule meetings for Director and interviewees.
• Preparing monthly reports such as integrity report and expense report for employees.
• Sorting high volume of CVs/applications and updating the database of candidate profiles.
• Post & manage job advertisements on various websites and social media
• Perform other related duties as required.
Assist the Managing Director, Sales Directors and guests for travel arrangements, transportation
and hotel management
* Organized travel expense report through Oracle system, uploading supporting documents and
sending for approval
* Assist in visa processing such as gathering all necessary documents, filling in the application form
and coordinating with the concern agencies
* Sorting and distributing incoming post, organizing and sending outgoing courier documents and
packages for the staff
* Greeting guests/visitors, managing calendars and event arrangements
* Office, Stock and supplier management (office, stationery, pantry supplies & courier)
* Manage phone calls and correspondence from customers and forwarding to specific division
* Conference room management: booking, arranging supplies and tidying up after the meeting
* Executing other duties delegated by HR Manager that may arise such as business card, training
certificate and access card printing
* Keeping the reception area tidy
* Process online visa application through DMCC portal
* Ensure timely and accurate customer service
Direct liaison with Tecom on anything related to visas, cancellations, ID card, service letter,
NOC letter, government and internal transfer
* In-charge for local amendment and arrival intimation
Assists the Managing Director and all staff (handling all business related travel and hotel bookings,
airport transfer and organizing travel expense report)
* Performs administrative and office support activities for executive management
* Day-to-day running of effective and safe office /logging daily attendance
* Office, Stock and supplier management (office, stationery and pantry supplies/courier, IT services,
etc.)
* Greeting guests/visitors, screening calls, managing calendars and event arrangements
* Assists the HR Manager, maintaining and update personnel file
* Setting up of meetings, conference calls and appointments
* Handling petty cash/ sorting and distributing incoming post/courier
Assists the CEO and COO’s in all administrative and secretarial functions.
* Preparing and processing government formalities such as Visa, Cancellation, ID card, Service Letter,
NOC Letter etc. as well as renewals of licenses needed in TECOM Investments and DMCC.
* Accompany the employee for medical tests, Emirates ID, visa stamping and visa cancellation.
* Organizing and maintaining office filing system for team members and the whole Department;
* Receiving / greeting / screening all visitors to the premises;
* Office, Stock and supplier management
* Managing company calendar and schedules, arranging and coordinating business meetings
* Executing any other duties delegated by Manager.
* Attending meetings, taking minutes and keeping notes
* Travel, transportation and hotel management for all the staff
* Handling any other added secretarial and administrative duties that may arise.
* Scheduling, coordinating and organizing conferences/meetings as required, both internally
and externally.
* Coordinating office matters internally and with relevant suppliers: courier, mail, faxes and stationery
* Sorting and distributing incoming post, organizing and sending outgoing post as well as courier
packages.
* Handling company petty cash/ managing all in-coming telephone calls
* Preparing invoices, payment voucher and cash receipt voucher.
* Maintaining monthly bank statements and details for accounting and audit purposes.
* Payroll processing through internet banking.
Preparing monthly detail charges for all the clients
* Independently handling other day-to-day activities
* Making travel arrangements, hotel bookings, scheduling appointments and diary management
* Handling incoming and outgoing calls
* Familiar with ALCATEL digital telephone
* Responsible in preparing courier packages
* Handling customer complaints and other customer service
* Conference room management: booking, arranging supplies and tidying up after the meeting
Preparing Indent, Debit and Cash Invoice, Good Receipt Note (GRN), Transfer and Credit Note, Demo
Issue and Return using the “Oracle” on line system.
* In-charge for cash and cheque deposits and preparation of Daily Deposit Summary.
* Responsible in the shipment of equipments and preparing clearing details.
* Downloading of information (gym equipments for fitness and leisure).
* Handle various business correspondence
* Responsible for all the equipments in the showroom.
* Filing, organizing, receiving documents from other department.
* Assists and accommodate guests from time to time.
* Responsible for checking of incoming emails.
* Assists the Divisional Manager and Sales Executive in scheduling meetings with different agencies
concerned.
* Handling incoming and outgoing calls.
* Coordinates with the Freight Forwarders with regards to the shipment from other countries.
Responsible for encoding, editing and revising reports such as monthly reports, inception reports,
final reports and other clerical works assigned.
* Responsible for checking of incoming emails.
* Assists the Project Manager in completing all the reports to be submitted at the DPWH (Department
of Public Works and Highways).
* Assists the Administrative Officer in handling confidential matters and records of the personnel.
* Assists the Consultants in scheduling meetings, trainings and seminars with agencies concerned.
* Handling incoming and outgoing calls. Downloading of information (project related information and
Anti-Virus Program). Composed and typed various business correspondence
Various positions Worked in Administrative and Secretarial field
RELATIONS
* Excellent knowledge of using
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