Executive Secretary to the GCC Director in Marketing & Business Development
Orascom Construction Industries
Total years of experience :20 years, 2 Months
• Provide secretarial support
• Screening telephone calls, enquiries and requests and handling them when appropriate
• Organizing and maintaining diaries and making appointments
• Dealing with incoming email, faxes and post
• Dealing with correspondence and writing letters
• Producing documents, briefing papers, reports and presentation
• Organizing and attending meetings and ensuring the GCC Director is well prepared for meetings
• Devising and maintaining office systems to deal efficiently with paper flow
• Organizing and storing paperwork, documents and computer based information
• Arranging travel and accommodation and occasionally or to provide assistance
• Assists in preparing tender documents
• Prepares Company Profile Presentation for the Clients
• Prepares Pre-Qualification documents
• Ensuring the security of the confidential documents
• Provide general administrative support to the Chief Officer and Dept.
• Take the minutes during team meetings and Committee Meetings
• Check all the supporting documents such as valid contract and purchase order.
• Monitors the report of the aging balances, maintain and update financial records
• Responsible in the collection (Cash, Card and Cheque mode of payment) of
Sponsored students
• Maintain the recurring charges for our joint ventures and sister companies
• Update Master records of Documents if necessary
• Provides adequate statement to the customer
• Handles the lease rental charges
• Prepares agreement and monitors the schedule report charges for the lease portfolio of the company
• Generating Income Statement Analysis
• Process the Journal vouchers if requires
• Post a credit or debit note
• Create and post a customer receipts.
• In charge of reconciliation for inter -companies expenses or charges, and its cost center
• Ensures the student account is cleared and no dues
• Provide monthly report for the invoicing, lease income, other income & accrued
• Administrative tasks such as (room booking, coordinating)
• Support new software and other IT related issues
• Managed all aspects of procurement operations for the purchasing of products and services.
• Exercised full procurement and purchasing activities over a project cost of 2M- 25M AED.
• Cultivated strong supplier relations to facilitate the negotiation of beneficial agreements that comply with all corporate requirements pertaining to pricing, supply, quality & material flow.
• Lead continuous service and process improvements, evaluating the logistics network to identify and resolve supply, volume, and quality issues.
• Identified alternative supply sources and materials to minimize overhead cost while maintaining superior quality and customer service levels.
• Collaborated with Estimation, Design Team, and Project Team
• Delivered cost savings for the company for about 10-20% profit margin.
• Circumvented price increase and stock shortages by sourcing and buying from international markets or direct suppliers.
• Organized Procurement Schedule, Procurement Meetings, and workshops with suppliers and design team.
• Introduced Procurement Flow and implemented the purchasing of materials to maintain a constant product supply.
Provides all administrative job like filing, secretarial, writing documentaries and asssting in all the Managing Directors activities from preparation to accomplishment to hotel booking and travel iteniraries. Have 6 years UAE experienced in the field of administration and secretarial.
•Direct and monitor production process and developments
•Maintain responsibility for developing and monitoring outputs
•Build and foster proactive workplace environment conducive to workers
•Maintain inventory and supplies with JIT techniques
•Affect significant expense reduction through manpower and raw material cost and control process
•Develop standard time using time and motion techniques
PURCHASING EXPERIENCE:
•Make inquiry for Prices of Materials and Update them for comparison with other suppliers
•Prepare Material Requisition Slip/LPO/Confirmation of Order, Cash Request, etc
•Coordinate with Suppliers for materials to be purchased
•Maintain good relationship with Suppliers
•Preparing Documentation and Keeping Track
•-Keep a track of the purchase requisitions and purchase orders
•-Keep track of import shipments
•-Prepare shipping documents for clearance
•Handling Administrative Activities
•- Raise LPR and GRN for clearing agents
•- Take the printouts of the purchase orders after approvals.
•- Fax all the purchase orders to the suppliers.
•- Forward a copy of the purchase order to the requesting department.
•- File all the purchase orders in a systematic way.
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•Monitoring and Following Up
•- Coordinate and arrange raw materials production trials for new suppliers
•- Send and follow up of CAPAR to suppliers
•- Get the quotes for some items
•- Monitor the sale of scrap items
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• Do overall activities of the Consul from preparation to accomplishment
• Assist him in all his Consular Affairs and help in welcoming Consul’s Visitors
• Oversees that all his activities & commitments are arranged and prepared.
• Make memorandums, letters, and all documents for him.
• Plan & prepare production schedule for Berben Wood
• Facilitates communication between superiors & members for a harmonious & productive work relationship.
• In-charge in the over-all monitoring of production output
• Technical responsibilities include trained newly hired operator/staff
• Do the Re-orientation of ESD, Proper Handling, Soldering, Screwing & ISO refresher
• Oversees the monitoring of manpower status of the section.
• Supervise tact time taking & recording.
• Plan & prepare training modules in coordination with respective supervisors.
• Facilitates communication between superiors & members for a harmonious & productive work relationship.
• In-charge in the over-all Manpower’s attendance, overtime & violations.
• Motivates, educates and discipline members.
85.0 Consistent Honor Student in Elementary and High School. Loyalty Awardee