Corporate Secretary
Alborj International for Operation & Maintenance (Clock Tower)
Total years of experience :27 years, 11 Months
- Prepared and Translated Job Descriptions.
- Drafted Internal Memos and letters independently.
- Reviewed HR Policy Manual, Training and Development Policy Manual, and Code of Business Conduct & Ethics.
- Participated in managerial meetings and took minutes.
- Prepared Board meeting agenda
- Wrote Board minutes as well as GAM's
- Prepared, checked, and printed Board papers for quarterly Board meetings and yearly General Assembly.
- Handled EMO correspondences independently
- Translated memos and other documents as needed
- Checked and edited (as needed) the Arabic translation of Board minutes
- Prepared Board of Directors' remunerations sheets
- Handled L/C transactions, calculated and followed up with banks
- Prepared an efficient schedules for payments of LCs
- Handled all communications and correspondences with vendors
- Prepared purchase orders
- Independently prepared all govt. correspondences
- Maintained proper filing system for both business and employees.
- Updated the Executive Manager on vendor correspondence, banks and other creditors communications
- Designed business forms in both languages (Ar & En)
- Handled CEO correspondence
- Prepared Govt. documents independently
- Assisted Product Managers in drafting effective letters
- Designed, prepared and translated bus. forms (HR & Marketing forms)
- Prepared Power Point presentations for CEO and Product Managers
- Prepared sales quotations, proposals and other management related documents
- Translated employment contracts
- Handled the filing system of CEO
- Assisted Board Secretary in preparing agenda and wrote minutes
- Assisted in preparing, checking, and printed Board papers.
- Prepared Certificates of Origin
- Maintained shipment files as per Luberef standard
- Handled faxes and corresponded independently
- Raised PRs (Purchase Request) and followed up for further processes
- Prepared sales reports (daily, monthly, quarterly and annually)
- Followed up customers' lifting of Base Oils (daily basis)
- Communicated with shipping agencies and Port authority
- Coordinated between luberef I & II for lifting schedules (daily bases)
- Calculated and processed demurrage claims
- Prepared and filed Board correspondence, resolutions and Minutes of meeting
- Prepared Purchase Orders (Oracle) and submitted for approvals
- Prepared contracts and daily correspondence for the Dept.
- Assisted other Depts. in drafting documents and reports.
• Was tasked with directing, organizing, planning and leading the administrative team.
• Handled general customer inquiries and processed as per the policy.
• Oversaw the day-to-day operation and monitored the work of back office personnel.
• Provided support to other departments such as documents & telecommunication mngmnt (i.e. Internet, mail server, PABX, In-house PC maintenance, attendance system).
• Ensured efficient utilization of material and human resources and trained staff.
• Ensured proper scheduling for meetings.
• Ensured that interoffice queries are attended.
• Reviewed office budget and expenditure.
• Analyzed the attendance and reported irregularities.
• Designed and implemented various business forms and procedures.
• Monitored materials being dispatched to branches.
• Arranged Managerial meetings and recorded minutes and drafted internal memos
• Corresponded with international vendors
• Managed the filing system and prepared various sales contracts
• Recorded minutes, drafted memos & prepared Govt. documents
• Supervised administrative support staff
• Prepared various documents
• Prepared contracts and proposals
• handled incoming docs and screened phone calls
• Maintained files
• Handled Manager's agenda and schedules