Operations Support Specialist
AL MAJED GROUP
مجموع سنوات الخبرة :1 years, 10 أشهر
Manning the Podium. Responsible in taking internal and external calls for the Podium. Noting down attendance of Customer/Sales Reps. Sending update to the HR for those employees who needs letters for attendance concerns.
•For Operations System Issue, must follow guidelines thoroughly to be able to guide the Customer/Sales Rep especially those who are in calls with a customer. Relaying client and upper managements advise and apply them.
•Preparing reports and downloads them as per Operations Manager’s request, as well as the Team Leaders and Operations Team Lead Supervisors.
•Supervises Customer/Sales representatives on call status and call their attention should they places customers in long hold or long breaks in each call.
Nominated as Candidate for Above and Beyond Service
Responsible for greeting guest with a very approachable and professional manner, be able to understand their needs and coordinate it with the right staff or department, put efforts to assist with a gentle manner for non-English speaking locals. Responsible for taking all calls and screen them carefully to make sure that all callers are calling for business purposes, avoided solicitation calls as preferred by the owners, bosses and managers, made sure to transfer calls to the concerned parties and taken notes for all their concerns for follow up purposes. Be able to log all information as well as the caller’s details even the guest’s to make sure that when needed it will be available readily. Be very keen in giving out details for the staff’s and company’s protection.
•Responsible for the company’s general information and e-mail, made sure that all emails are forwarded to the right staff or department, making sure that the other concerned parties are copied, double checks if the emails are received and if it was already been answered most especially for the very important ones. For Arabic e-mails, made sure that the assigned staff will translate it with me and have his signature over my written English version to avoid probable problems. Responsible for all the documents that comes in and goes out of the company, made sure that all details are logged in most especially for the receiving copies for future references. Be in assistance for all other co-employees for anything that they need like coordination, follow up, procedures, information and assistance to their given task when needed. Handled the company’s vehicles, their maintenance as well as the driver’s schedule and performance, made sure all task are coordinated accordingly taking in consideration their personal needs.
•Responsible for the Vice Chairman’s needs who is handling Pearl Jewellery making and designs, make sure all his contacts are organized and complete, make and follows up all his e-mail conversations, go with him in meetings outside the office and make sure that we get his affiliates and acquaintance’s’ details, participates with him in jewellery exhibitions, takes photos for document purposes, files all GIA certificates and labels all loose pearls accordingly since they all the same, helps in sorting pearl classes by color per piece, get the weight and computes their carat, able to compute their prices as well as for their discounts. Tagging all jewelleries at the same time keeping a soft copy for references. Responsible for taking pictures for Al Majed’s portfolio for the Prime Minister, Queen and King’s reference as well as ours when they ask when they ask for details and to know which are the ones they choose and what are still available fo the public
•Became the operations manager for the biggest jewellery exhibition after 3 months of being with them and the following as well. Responsible for the overall coordination and operation for all departments except the construction task.
•Creation of Online invitation. Noting down who will participate and from not, using excel.
•Hotel Bookings of 45 Company Suppliers and their specified workforce. Noting down specific requests of which hotel they prefer from options that I have sent. Using Excel.
•Compiling Flight details and coordination of transportation provided by the company. Making sure the drivers are informed.
•Took note on all the contact details of the suppliers.
•Processing of Visa for Suppliers who requires it.
•Coordination with the Logistics for the delivery of Display Materials per supplier, making sure that it is prepared according to the Customs requirements to avoid delay.
•Scouting and Ordering of Uniforms for the Tea Boys, Admins and Cleaners, making sure everyone is properly dressed. Also assisted in ordering for the Sales Team and Managers.
•Responsible in takin Jewellery Photos to be offered on the Company’s Sales Portfolio, making sure all items are accounted for under inventory as it gets delivered on the Event and goes back to the office for the unsold ones.
•In Coordination with the Manager for the Armoured Car rentals for Jewellery delivery to the events place.
•Responsible in making sure all suppliers are well informed for the event’s details, such as lunch services, dinner parties and other events, well guided on how to be in the place to avoid any confusion and have a smoother operation.
•Assisted Suppliers on all their needs while the event is on place for their sales to be smoother and customer friendly.
•Welcomed guest and suppliers with a very receptive and accommodating manner and offered assistance should there be any, and cascaded properly for the assigned staff - double checks if it was done already or not.
•Took lead in creating give aways for the suppliers, requested for staffs to assist on their rest day with pay, encouraged to go extra mile for the good of the company and avoid any disturbances during the event itself.
•Responsible in making sure that we help our suppliers to be comfortable in their operations process for them to focus on their sales and customers.
Kept a trainer file to track the Employee Numbers to future reference for India
•Approved manual orders/requests in the system from the whole South Asia and
all the bills and the expenses (Printer/Fax Rentals, Local and Int’l Courier Bills, Engineer’s/Manager’s car maintenance, Beverage, Phone Bills, Cash Advances, International/Local Travel/Service Training) of the Team, making sure to coordinate them with the Accounting Department
•Responsible in booking flights for Provincial Service calls and be able to coordinate with the customer’s correspondingly. Also the Engineer’s accommodations making sure they have a place to stay.
•Writes down all calls made by the customers to keep track and documentations
•Sends Reports of the machine’s status Everyday to make sure that all are in good condition and monitors which is needed to be fixed or replace
•Orders Helium for the machines, check which has a higher quality with the lower price
•Calls customers once in awhile and try to build relationships so we can earn more trust.
Organized all contacts from calling cards to Excel file for more faster and efficient tracking of customer’s contact numbers and keep them updated all time
•Assigned in delivering gifts and new sample products to the customers, making nice gift covers and labelling them nicely using the Company’s standard and made sure that the address are correct.
•Coordinates with the local courier for delivery.
•Arrange car rentals for Pick up of the Manager from Airport to office and vice versa