Administration Manager
Jing Gang Trading FZE
Total years of experience :18 years, 1 Months
• Maintain company emails, determine needs immediate action and forward to concern person.
• Arrange schedule meetings and appointment of the Company Owner and the management team.
• In charge of other businesses; like licenses renewal, in charge in documentation process for company JAFZA, Dubai Trade, FTA, Dubai Chamber online account portal.
• Process LPO, and other companies 3rd party contract for renewal of annual maintenance agreement.
• Monitor staff visa, emirates ID and medical insurance expiry and process renewal of the same.
• Process staff visa, coordinate with agency for tourist and work visa for employees.
• Issue and process visitor JAFZA gate pass for any site visit or appointment schedule of the company.
• Prepare documents for any export materials and process certificate of origin online.
• Prepare offer letter and make sure that every employee hired onboard was taken care of (accommodation, flight, transfer pickup).
• Dispatch and arrange courier for documents and parcel local and international.
• Prepare attendance sheet and process payroll every end month.
• Scan, email, sort documents and update cost and payment summary report.
• Process staff annual leave request for approval and book flight ticket.
• Order and maintains office supplies stocks and inventories.
• Find potential supplier for the company.
• Receiving calls, emails and diverting to the concern person.
• Incoming and outgoing documentation for the ongoing project.
• Follow up with PMC Document Controller/Secretary for any variation for client’s approval.
• Routine follow up for the project monthly report, weekly progress photos and project presentation to update Project Partners.
• Project payments Direct & Subcontractor process; upon receiving the original documents from PMC for PM signature and to be submitted to FC for bank processing.
• Organizing filling cabinets for Project Manager and as well in database for easy retrieval of documents.
• Coordinate with PMC Document Controller/Secretary for any collection of documents.
Other general duties:
• Assist sales team to every property exhibitions in the stand, directing client to the Sales about property inquiry. Make sure stand brochures refill from time to time.
• Collect registration cards of potential buyer and business cards for every property events participated.
• Responsible for the input of new leads in the CRM system (Marketing Campaign) of different source and assigning to the Sales Consultant.
• Handles employees ticket request, get quotation, approval and book accordingly.
• Call suppliers for quotations and comparison, prepare LPO and BOQ for approved supplier. Preparing letters, reports & presentations as required.
• Request office supplies and pantry needs, and report & follow up office maintenance work.
• Arranging job interviews for MD and any other tasks he may assign.
Current Duties:
Sales Center (Site office) February 3, 2019
• Prepare reservation agreement for client booking Sparkle Towers unit. Prepare cash receipt for client’s booking a unit.
• Liaise to Tebyan office to send the reservation, cheque or cash deposit. Email reservation agreement with the required documents.
• Update google sheet for every new booking received. Input data lead from previous marketing campaign.
• Update leads contact info in the CRM Hubspot and Monday.com
• Sales Agency Agreement registration and NOC issuance to Brokers Company.
• Print and bind Sale and Purchase Agreement (SPA) for all new owners of unit.
• Send updated availability list to all registered brokers to update listings on all portals.
• Check and report brokers listing with lower price as per the availability list.
• Arrange keys with watchman for any brokers visiting to take photos of some units.
• Coordinate with contractor for some maintenance needed of showrooms and sales center.
• Organize and file the Client reservation agreement, Sales agency and NOC.
• Email and coordinate with broker for the collection of agreement and NOC.
• Maintain inventories & order supplies; stationaries, coffee, tea and washroom stuffs.
• Prepares petty cash receipt for sales center with original receipts.
• Occasionally tour clients in show room apartments.
• Ensure office, showrooms and toilet is kept in a clean and tidy manner by corresponding to office girl.
• Answer calls, handle caller’s enquiries or redirect to concern sales person with regards to Sparkle
Towers.
• Assist sales team to any event organize with regards to Sparkle Towers.
Performing general secretarial duties, including typing, dictation and answering phone. Process all
paper flow in and out of the General Manager’s office.
* Maintains a filling system of reports and pertinent hotel records.
* Handles/forwards guests requests, complaints or questions in a courteous and timely manner.
Verifies accuracy management system reports and completes designated sections.
* Verifies accuracy of bank deposits and forwards cash management reports daily. Receives, opens
and sorts all hotel mail daily (other than guest mail).
* Receives, stamps, and processes all cheques received by the hotel. Attends Department Heads
meetings, types, and distributes minutes. Assists other office staff for collection of dates, statistics
and reports. Performs follow-up reports or special assignments.
* May compose replies based on organizational practice, policies and procedures at the direction of
the General Manager.
* May assign and distribute work under general direction to other clerical and office employees.
Performs other secretarial duties as requested by General Manager.
* Performs special assignments as requested.
Receive payment by cash, check, credit cards, vouchers, or automatic debits.
* Issue receipts, refunds, credits, or change due to customers.
* Count money in cash drawers at the beginning of shifts to ensure that amounts are correct and
that there is adequate change.
* Greet customers entering establishments.
* Establish or identify prices of goods, services or admission, and tabulate bills using calculators,
cash registers, or optical price scanners.
* Issue trading stamps, and redeem food stamps and coupons.
* Resolve customer complaints.
* Answer customers' questions, and provide information on procedures or policies.
* Calculate total payments received during a time period, and reconcile this with total sales.
* Keep periodic balance sheets of amounts and numbers of transactions.
* Process merchandise returns and exchanges.
* Compile and maintain non-monetary reports and records.
* Monitor checkout stations to ensure that they have adequate cash available and that they are
staffed appropriately.
* Offer customers carry-out service at the completion of transactions.
Hostess at Fish Inn Restaurant
• Supervise and coordinate activities of dining room personnel to provide fast and courteous
service to patrons.
• Schedule dining reservations and arrange parties and special services for diners.
• Greet guests, escort them to tables, and provide menus.
• Assign work tasks and coordinate activities of dining room personnel to ensure prompt and
courteous service to patrons.
• Inspect dining room serving stations for neatness and cleanliness, and requisitions table linens
and other dining room supplies for tables and serving stations.
• Train dining room employees.
• Schedule work hours and keep time records of dining room workers.
• Total receipts at end of shift to verify sales and clear cash register.
Set up and operate production machinery according to specific standards and protocols of the
company.
* Ascertain that each machine is properly calibrated at the beginning of each shift so that it provides
optimum output.
* Look through work orders to determine type and quantity of materials needed for each production
batch.
* Measure and grade batches of raw materials and feed them into production machinery.
* Assemble goods on conveyor belts and report any faults to the supervisor on an immediate basis.
* Monitor processes to ensure that they are run properly and ensure that basic quality control and
quality assurance tests are performed.
* Store goods and raw materials in factory storage areas and warehouses in manners conducive to
ensuring their freshness and safety.
* Load and unload products to and from delivery vehicles by ensuring their safety.
* Prepare cartons and crates for packaging purposes and ensure that items are properly and safely
packed into them.
Examining insurance proposals
* Collecting background information and assessments of risk
* Analyzing statistical data using specialist computer programmes
* Writing quotes and negotiating the terms with brokers and clients
* Determining premiums
* Deciding the wording of policies
* Preparing insurance policy terms and conditions
* Liaising with insurance brokers and customers.
Assist Trust Banking Group team for administrative clerical job.
* Answer telephone calls and address to concern person.
* Collate and pouch certificate for bank branches distribution.
* Incoming and outgoing of documents, sending thru courier.
EVENTS PARTICIPATED
*Dubai Property Show 2017 Mumbai - India, November 3-5, 2017
*Dubai Property Show 2017 Shanghai -China, March 24-26, 2017
*International Property Show
