HR Executive & Secretary (Finance, HR & Admin dept)
Dortmund & Hubbard LLC
Total years of experience :5 years, 11 Months
o Making travel and accommodation arrangements for Company Directors and senior managers.
o Prepare and modify documents including correspondence, reports, drafts, memos and emails.
o Monitor incoming emails and answer or forward as required.
o Responsible for recruitment cycle (advertisement, Screening CV’s, shortlisting, interview schedule, offer letter) and administration support.
o Manage the new joiner process from offer letter through to joining instructions and induction.
o Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
o Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
o Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
o Prepare agendas and make arrangements for committee, board, and other meetings.
o Responsible for municipality health and safety processes and queries.
o Assisting the development of HR policies and procedures.
o Responsible for HR data and preparation of MIS reports, Profitability report, presentations for management review meetings.
o Liaise with payroll management & Maintain and develop the personnel filing system.
o Responsible for administration support to the HR, finance and Admin department correspondence.
o Responsible for coordinating with all the division and department heads for operational matters and assignment of field personnel to projects across GCC.
o Maintaining all the aspects of accounting, auditing and payroll processing of the company.
o Receive and interact with incoming visitors.
o Answer, screen and transfer inbound phone calls.
o Scheduling appointments and coordinating the foreign delegates on different personnel’s aspects.
o Resolve administrative problems and inquiries.
o Making online bookings, web check in (hotel / tickets etc.)
o Purchasing of foreign currency.
o Creating invoices, filing receipts and dealing with all financial documentation. Arrangement for the exhibitions shows.
o Approaching new vendors.
o Update and maintain databases such as mailing lists, contact lists and client information.
o Scheduling appointments and coordinating, receiving calls and relaying messages to the concern, responds to the requests for information.
o Arranging international/ national travels, hotel stay, etc.
o Filing and arranging documents, self correspondence, etc.
o Co-ordinating with the foreign delegates, different personnel’s & officers related to the shipping industries on technical as well as commercial aspects.
o Preparing Domestic / Export documentations such as Packing List/ Invoices for the goods to be exported to abroad countries.
o Independently preparing quotations/ estimates for sales.
o Managing Sales Of three Branches, coordinating with the Purchase and Sales Dept.
o Updating rate London metal exchange price on daily basis.
o Taking Appointments for Business Expedition.
o Prepare agendas for meetings and prepare schedules.
o Assisting to prepare systematic plan on sales and introduce clients about the
Company’s product.
o Handling export documentations.
o Preparing Weekly & Monthly Reports.
o Online booking of tickets, hotels etc.
o Taking appointments.
o In charge of stock, checking of vaccines and their storage as per the requirements and coordinating the same to Admin. for accountability.
o Assisting in coordinating with different vendors including continuous follow up of activities for smooth functioning of all departments.
o Maintaining workers Muster roll and salary
o Providing office orientation for new employees.
Bachelor Of Business Administration