Administrative Secretary
SPAN TRADING LLC
Total years of experience :17 years, 9 Months
● Responsible for preparing documents for the new hired employees like issuing of work permit, employment visa, medical test and residency, Insurance
● Preparing Job Offer submitted to Labour
● Uploading document is the GDRFA system for visa renewal new employee
● Assist in the application of DNATA/DAFZA pass as required
● Arrange business visas for all departments
● Apply for new or renewal of JAFZA gate and tool pass of employees and sub-contractors
● Arrange flight bookings of employees for annual leave or business trips
● Recruitment- filter CV on Job sites.
• Responsible for preparing documents for the new hired employees like issuing of work permit, employment visa, medical test and residency
• Responsible for making correspondence to our respective clients and suppliers
• Responsible for maintaining appropriate documentation files
• Monitors and follows up suppliers regarding the required delivery of the materials in site
• Responsible for preparing Inquiries, Quotations and LPO’s
• Checking mails, sort, distribute to the assigned person and if its needed answer the Emails
• Assist client inquiries and transfer the call promptly and courteously to respective person
• Keep list of office supplies to be re-ordered
• Booking travel and Hotel arrangement as needed
• Updating all PO and Invoice in CRM and Excel
• Handling Back office administrator
• Preparing Financial Statement monthly
• Preparing Invoice and Letter of credit
• Checking every day the Delivery Receipts before sending to head office, if mistake send report to the Administrative manager to make adjustment.
• Enters all flights in the FHS system to generate sales on the following day
• Encode in the Oracle the Pipeline and Bridges report received from Jebel Ali
• Prepares weekly report for the account that need adjustment
• Preparing the weekly inventory for Grocery, Stationary and Safety Supplies and update the system oracle and send email to the manager Department if they need to order the supplies.
• Checking weekly the Differential Pressure of the filter if they reach the target so that the maintenance will make some necessary adjustment in the vehicle.
• Daily update of Sales in the supervisor’s folder.
• Helping the supervisor if needed is arise.
• Entering and closing the sales in the Oracle E-Business Suite
• Document controller send in Head Office
• Handling monthly schedule of manpower
• Implementing rules came from the management (from top to entry level)
• Assist for training (preparing the venue, things need in training)
• Ensuring all payroll transactions are processed efficiently
• Collecting, calculating, and entering data in order to maintain and update payroll information
• Compiling summaries of earnings, deductions, leave, disability, and reporting on this
• Resolving payroll discrepancies
• Maintaining payroll operations by following policies and procedures
• Time& Attendance monitoring and record maintenance.
• Responsible to calculate leave pay, gratuity and any other computation for employee
• Handle day-to-day journal of my Executive Manager/Owner
• Preparing for meetings, conference, fax, photo copy
• Manage tele calling, follow up, sales coordination, office administration, Reporting and MIS preparation for sales and purchase, Depositing cheque received from client.
• Invoicing and filing documents, preparing letter of credits, AR, AP, clerical job, email, letter communication, import and export work, travelling, accommodation, ticketing, implementing memo from the management, sales inbound, entering the system in the Phoenix, Invoice of client, AP, AR, Salaries.
• Update Air bill information, proof of deliveries, Expenses, and scheduling.
• Implementing rules from came from the management (from top to entry level).
• Review company policies and procedures and update when required.
• Perform audit on entries made in the system, i.e supporting documents are valid and matching with entries.
• Maintain the confidentiality of the information gathered.
• Preparing offer letter and Business Correspondence
• Handling time in and out
• Daily checking of visa processing and passport expired
• Policy implementation and recruitment process
• Ensuring all payroll transactions are processed efficiently
• Collecting, calculating, and entering data in order to maintain and update payroll information
• Compiling summaries of earnings, deductions, leave, disability, and reporting on this
• Resolving payroll discrepancies
• Maintaining payroll operations by following policies and procedures
• Time& Attendance monitoring and record maintenance.
• Responsible to calculate leave pay, gratuity and any other computation for employee
• Handling the Finance for Subcontractor, preparing monthly timesheet, payroll, pay slip vacation/exit voucher, entering their documents in the system
• Handling Administrative for Subcontractor, safekeeping of their confidential documents like, contract, passport, new arrival for issuing Iqama, medical, accommodation, renewal Iqama, vacation visa, exit visa, and all the detail of the employee, I’m responsible for enter in the system Oracle Forms and Smart terms
• Maintain the confidentiality of the information gathered
• Preparing offer letter and Business Correspondence
• Handling time in and out
• Policy implementation and recruitment process
• Ensuring all payroll transactions are processed efficiently
• Collecting, calculating, and entering data in order to maintain and update payroll information
• Compiling summaries of earnings, deductions, leave, disability, and reporting on this
• Resolving payroll discrepancies
• Maintaining payroll operations by following policies and procedures
• Time& Attendance monitoring and record maintenance.
• Responsible to calculate leave pay, gratuity and any other computation for employee
● Collect payment from delinquent account and write-off accounts, Negotiate with delinquent customers for repayment terms and condition.
● Follow up legal processing or instalment monthly by depositing the cheque that the client issue.
● Operate system AVAYA, CMS and Powercardfor delinquent accounts.
● Monitor the flow-through rates of billing cycle under their responsibility within the limit defined by the management, re-establish contact with skipped accounts, comply with the establish policy and procedure to ensure the safety and security of bank’s and customer assets, Safekeeping of the documents of the delinquent account or write-off, handling complain regarding their cards if past due, make prove is the accounts cannot contact.
● Data Entry Encoder
● Handling and encoding all application came from tele marketing for bank product like credit card, remove the apps if duplicate and with the corresponded code according to the bank policy, making outgoing calls for the account no complete detail. Screening of fraud credit card holder.
● Handling petty cash for weekly and make petty cash report, Safekeeping of Construction equipment, and make purchase equipment as needed in site.
● Compile payroll data from employees' time sheets to compute wages, deduct taxes and Social Security, and enter the information into a computer program
● Assist employees in completing company related forms, including but not limited to; Credit Union transactions, Beneficiary Change Forms, Safety Glasses Program, Expense Accounts and Educational Assistance related material
● Provide Administrative Support as needed. Perform filing, reception, data entry and management, mailing, archiving, and assist with all other office administrative duties.
● Typing Memos & Correspondence letters, Attending Telephone, Fax, Systematic Fillings & Dispatch of documents to relevant Department.
● Data Entry & Payroll timekeeping - Periodical Man hours and Man power reports, Summarized reports through the Pivot Table function in Excel, Cost report with respect to Man Hours for Costing, Monthly Salary report etc.
● Maintained office and field phone communications
● Ensured employee safety information is up to date and maintained
varsity player, graduate in business administration