Secretary / Coordinator (Sales & Logistics)
Zad Al Baraka General Trading LLC
Total years of experience :9 years, 10 Months
• Posts day to day orders; providing approved price lists, communicate with clients for inquiries/ orders; coordinating internally for supplies availability and deliveries.
• Collates information/ documentation of Clients and Suppliers agreement, registrations and transactions; filling and submissions of Clients’ Listing and Warehousing forms
• Handles Online platform accounts for item listings and selling.
• Responsible for Dubai Municipality applications of Food Item Registrations and Label Assessments (ZAD, FRLA, FLAR & FITR).
• Gathering and negotiating quotation price for Office supplies and shipping quotes from shipping Agencies; Marine Policy quotes for approvals.
• Handling all Importation of supplies from Italy, France, UK, China, Thailand & Egypt; checking and confirming all shipping documents prior ship-out, ETA schedules and further coordination.
• Responsible for Dubai Municipality compliance for Food Importations and Inspection (FIRS and ZAD System).
• Continuous checking and updating provision report from Warehouse Team.
• Handling Secretarial and administrative support to the Management, Sales & Operation Team.
• Responsible for Company VIP Account (Fuel) and RTA Salik; monitoring vehicle GPS platform, violations/ fines and servicing.
• Administer Petty cash, reconciliation and submission monthly expenses reports; maintaining Office supplies, Municipality registration/ renewals (in compliance for food trading est.) and company documents application/ renewals.
• Handles HR related duties, i.e. preparation of attendance sheet, coordination and collection of documents for new employees for visa applications, applications/ renewals of insurance, certificates and trainings.
• Welcoming guests, answering calls, screening and redirecting if necessary.
• Handles all administrative and secretarial support to the Manager and colleagues i.e. prepare and disseminate correspondents, memos and forms, arranges meeting, preparation of minutes of meeting, receive and sorting mails from Post and couriers.
• Arrangement of Hotel and Travel itinerary booking for the Management
• Assist Accounts in preparations and submission of Fund Transfer Applications, Commercial and Provisional Invoices for approval.
• Collates and arrange documents for visa application of employees or company sponsored visitors thru coordination of company PRO.
• Processing yearly renewals i.e. trade license, office tenancy contract and hotel corporate agreements
• Organizes and securing documentation by completing database backups including sister companies i.e. personal documents, licenses, contracts, certificates and other documents related in operation.
• Administer petty cash, posts monthly bills and invoices reconcile and submit expense reports; maintain office supplies and facility maintenance thru building management.
• Handles all Administrative and Secretarial support to project team members i.e. prepares project correspondence and Minutes of Meetings, organizes the documentation of Project, arranges meeting, assists in conducting research, collate information and Project update reports.
• Arrangement of Hotel and flight itinerary bookings for Project members and Management visitors.
• Provides communication and coordination on behalf of Project Team to Office, Headquarters, vendors and contractor, i.e. Project status report, administrative and Project supplies and expenses report.
• Handling preparations and submission of requisition request for Rig consumable supplies, equipment and machinery for approvals.
• Coordinate/ monitor Import supplies, machinery/ equipment with vendors and Agent; checking and confirming shipping documents prior ship-out, ETA schedules, preparation of necessary documents for consumable and asset transfers.
• Issuing gate passes for visitors, i.e. vendors, contractors and etc.
• Administer Attendance Sheet for monthly submission; collect requirements for visa processing, maintain office supplies and facility maintenance thru DDW
• Securing documentation by completing database backups, provide excel lists i.e. change orders, invoices, personal documents, engineering drawings/ references and other documents related in operation.
• Receiving and recording all incoming and outgoing correspondence.
• Responsible for the flow, safety, and securing as well as classifying, encoding, filing of documents and records for management and data entry.
• Secures documentation by completing database backups i.e. invoices copy, calculations in drawings, contracts and other documents related in operation.
• Fulfill document retrieval requests
• Reconciliation of documents, ensuring that PO’s, OR’s and Daily Inventory Records up to Yearly Inventories are tally before filing
• Provides support to the management, i.e. preparing business correspondence, data entry task, daily attendance, minutes of meeting and other clerical related work.
• Responsible for the flow, safety, and securing as well as classifying, encoding, filing of documents and records inside the office of the STO
• Responsible for receiving and recording all incoming and outgoing correspondence.
• Provide assistance in Academic loads of STO Office i.e. preparation of Test Questionnaires and quarterly Gradating Sheet of students for submission and records of College Registrar.
• Provides communication between Cadets and Shipping companies, on behalf of STO/ School for Cadet monitoring.
• Attends constantly to the office operation, i.e. cadet training concerns, inquiries, referrals, verification of requirements after Onboard Training, and setting schedules and preparation of Post Cadetship Exams.