April 2010- June 2012 Executive Secretary/Admin- Assistant/ Projects Secretary/ Receptionist
Internal Line Interior Design, LLC
Dubai, UAE
Job Role
• Operate telephone, switchboard to answer, screen and forward calls, providing information, taking messages and scheduling appointments.
• Perform administrative support tasks such as proofreading, transcribing handwritten information and operating calculators or computers.
• Greet person entering offices, determine nature and purpose of visit and direct or escort them to specific destinations.
• Hear and resolve complaints from customers and public.
• File and maintain records.
• Capability to create a good filing and administration system
• Preparing Requisition statement
• Preparing Local Purchase Order & Quotations, Packing List
• Writing Vouchers
• Preparing official letters
• Preparing time cards for laborers and their salary preparation
• Preparing Delivery Report and Sales Report
• Arranging Deliveries
• Sending Domestic and International Couriers
• Price comparison Statement as per the Quotations.
• Checking emails and replying to inquiries with basis updated pricelist given by the salesperson.
• Schedule appointments, maintain and update appointment calendars.
• Analyze data to determine answers to questions from customers or members of the company.
• Keep a current record of staff members' whereabouts and availability.
• Collect, sort, distribute and prepare mail, messages and courier deliveries.
• Process and prepare memos, correspondence and other documents.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms and other office procedures and terminology.
• Preparation, submission and follow - up of documents, samples related to the project to main contractor /consultants for their approval. Routing/ distributing of documents as per company procedure.
• Filing/ Storing and data maintenance in such a manner that information should be available for all concerned persons at any time.
• Implement standard procedures for receiving, dispatching & filing of documents being handled in the section.
• Using computers and computer systems (including hardware and software) to program set up functions, enter data or process information.
• Organize and coordinate meetings, conferences, travel arrangements
• Maintain schedules, arrange and confirms appointments
• Maintains and/or creates files or record keeping systems. Sorts, labels, files and retrieves documents, or other materials.
• Responsible for posting job vacancies of the company at Gulf News.
• Responsible for airlines booking for the manager and all office staff.
• Performs other duties as requested and instructed by the MD from time to time.
• Prepares pre-qualification documents to qualify the company for tenders and regulatory bodies
• Prepares tender documents, proposals
• Set up and maintain filing systems
• Responsible for posting job vacancies of the company
• Responsible to call & send appointment letter to all applicants for interview.
• Prepare offer letter & Contract Agreement of newly hired employees.
• In-charge of ordering office & pantry supplies.
• Assists encoding / typing, filing and reproduction of all mechanical & electrical drawings produce in both section of electrical & mechanical works as required by engineers.
• Handle issues pertaining to printing of company's Letter Heads, Envelopes, Car Stickers & Business Cards for all concerned staffs.
• Typing out quotations & inquiries of various projects.
• Prepare local purchase order in the absence of purchaser.
• Responsible for designing new forms and improvement of existing forms.
• Responsible for sourcing competent, reliable and affordable courier company for the courier needs of the company.
• Maintain the record of reference number for all quotations, inquiries & other types of letters.
- Company industry:
- Interior design
- Job role:
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Other
