Adminstrative/Receptionist
Al Qudra Sports Management
مجموع سنوات الخبرة :4 years, 11 أشهر
• Type correspondence, reports and other documents
• Maintain office files
• Take minutes at meetings
• Coordinate repairs to office building & equipment
• Provide general administrative and clerical support including mailing, scanning, faxing and copying to management
• Maintain electronic and hard copy filing system
• Open, sort and distribute incoming correspondence
• Perform data entry and scan documents
• Manage calendar for the Manager.
• Assist in resolving any administrative problems
• Answer calls from customers regarding their inquiries
• Create, Prepare and modify documents including correspondence, re-ports, drafts, memos and emails
• Schedule and coordinate meetings, appointments for Managers
• Maintain office supplies for the camp
• Reporting to Facilities Manager - Executive Heights, Smart Heights & The Waves
• Strictly to Log Biometric access every day IN & OUT to track attendance
• Support Facilities Manager in managing Operations in Administration
• Support Facilities Supervisor in managing Operations in Building Administration
• Conduct Weekly Walk around with respective building Supervisors
• Building Occupancy details - Monthly Update
• Action Register - Weekly Update
• Generator Run Log book - Weekly Update
• Monthly Management Report - Monthly
• Near Miss Report - Monthly
• Incident Report - Monthly
• General Waste & Hazardous Waste Collection - Monthly
• Civil Snag Observation Report - Weekly
• HSE Snag Observation Report - Weekly
• AMC Tracker -Weekly
• Statutory AMC & requirement - Weekly
• Lift Third Party Inspection Observation report - Weekly
• BMU Third Party Inspection Observation report - Weekly
• Life & Safety Third Party Inspection Observation report - Weekly
• Pending PR & OPEN LPO Status follow Up - Weekly
• Utility Reading - DEWA - Electricity & Water, EMPOWER reading - Up-date Monthly
• Utility Bills - Printout Monthly
• Telephone & Internet Bills - Printout Monthly
• Petty Cash Reimbursement - Weekly
• On Site Manpower - Attendance sheet Biometric - Monthly
• Building Walk around with FM, Building supervisor MEP, Cleaning & Se-curity - Weekly
• CMP Review - Monthly
• ISO Document review - Bi Weekly
• PPM Task Sheet - Weekly
• Weekly Planner MEP, Cleaning & Third Party as per 52 Weeks PPM Schedule - Weekly
• Responsibility & Escalation Chart - Monthly
• Meeting with MEP, Cleaning & Security Service Provider Company & capture Meeting Minutes - Monthly
• Employee of the Month Nomination - Monthly
• Coordination with Supplier’s, Contractors for effective Operations in get-ting quotation, site visits, follow up.
• Weekly Update on the Access cards
• Received and screened a high volume of internal and external communications, including emails and mails.
• Answering and receiving phone calls.
• Filing documents as per the requirement of the office manager or updat-ing files and registers related to attendance and work of the staff.
• Sending faxes in matters related to the office jobs and related works.
• Data entry and loading other necessary information into the software programs.
• Making copies of the documents as assigned by the office managers and also according to the needs of the office.
• Maintains effective communication with various departments.
• Prepares and maintain various reports on monthly basis.
• Monitors inventory and allocate appropriate model stock for same.
• Prepares and update spreadsheet for purchase team.
• Checking of ledgers and reports.
• Works of daily errands that include handling communications with post office, etc. and providing office supplies.
• Distributing the incoming mails to the respective staff.
• Maintains and update internal database.
• Answers customer’s queries and concerns.
• Performs other responsibility as maybe assigned by immediate supervisor.
• Examine correspondence and reply as instructed.
• Arrange conferences and meetings along with travel arrangements.
• Maintain schedules and follow ups.
• Organize events both internally and externally.
• Direct visitors to the office to appropriate staff members.
• Respond to public inquiries.
• Created PowerPoint presentation used for business developments.
• Posted open position on company and social media websites.
• Managed the day-to-day calendar for the administrative director.
• Performed difficult, varied and confidential administrative duties.
• Prepared letters for administrators and staff