Executive Secretary
JAFZA
Total years of experience :17 years, 0 Months
Directly reports to the Managing Director
Screening telephone calls, enquiries and requests and handling them
when appropriate
Filter emails, sort, review, screen and distribute incoming & outgoing
mails, facsimiles, posts, courier shipments, etc.
Drafts memos, letters, e-mails and prepares documents &
Presentations according to requirements and instructions
Maintains and organizes the Company’s filing system to comply with
ISO standards
Create and maintain database of customer and supplier contact
details
Prepares LPO and Invoices to Suppliers and Clients
Coordinates with Suppliers to ensure the smooth delivery of materials
to job sites and warehouse
Coordinates with the Accounts Dept. to follow-up payments from
clients
Works with the Sales Team in acquiring prospective clients to achieve
monthly target
Prepares sales quotations and follow-up regarding its status
Prepares monthly report for the Sales Team
Updates the Company’s website
Prepares and updates Company Profile and Technical Submittals
as per Client/Consultant’s requirements
Handles all logistics requirements and coordinates with shipping
companies(Import & Export)
Coordinates with the PRO regarding documents necessary for visa
applications, renewals and cancellations
Maintains and monitors the expiration dates of Company’s pertinent
documents such as Trade License, Chamber of Commerce,
ISO Certificate, Vehicle Registrations, Tenancy Contracts, etc and
process for renewal
Handles travel requirements of the Managing Director and Staff
Performs basic accounting like handling of petty cash, statement of
Accounts and Letter of Credit LC applications
Maintains office supplies and equipment inventory
Handles a busy board, attend to all inquiries and endorses complaints
to concerned departments
Responsible for sending fax, typing, filing, answering letters and other
things related to secretarial jobs
Functions as a front desk receptionist; welcomes guests and attend to
their needs
Arranging business appointments for the General Manager
Responsible for all incoming courier letters and endorses them to the
concerned addressee
Prepares sales quotations for Clients
Handles a busy board, attend to all inquiries and endorses complaints
to concerned departments
Responsible for sending fax, typing, filing, answering letters and other
things related to secretarial jobs
Functions as a front desk receptionist; welcomes guests and attend to
their needs
Arranging business appointments for the General Manager
Responsible for all incoming courier letters and endorses them to the
concerned addressee
Prepares sales quotations for Clients
Attends to all enquiries, complaints and requests from clients
Coordinates with other Departments regarding service
complaints account status and new accounts
Offers alternative solutions where appropriate with the
objective of retaining customer’s business
Secretarial and HR
Job Responsibilities
OFFICE OF THE DIRECTORS
Directly reports to the Junior and Senior Director
Handles the Directors’ travel arrangements, itineraries, compiles and
maintains travel vouchers and records
Handles and maintains the Directors’ personal and confidential documents
like bank statements, passport copies, visas, etc
Ensures smooth flow of the Directors’ properties by monitoring
Tenancy renewals, payment of bills, etc
Drafts memos, letters, e-mails and prepares documents & presentations
according to requirements and instructions
Monitors and prepares documents necessary for the Directors’ visa
renewals, visa applications etc
Coordinates and schedules meetings and personal appointments
Attends to the Directors’ personal needs (lunch & refreshment)
Arranges Suppliers’ and visitors’ travel arrangements such as hotel
bookings, airport transfers etc
HR/OFFICE ADMINISTRATION
Manages day-to-day operations of HR
Recruitment
Employee orientation, documentation and training
Maintains the HR 201 filing system
Monitors and prepares monthly attendance reports
Prepares monthly salary payroll through WPS
Handles employees’ visa cancellation, visa renewals and prepares
end of service entitlement calculations
Maintains and monitors the expiration dates of Company’s pertinent
documents such as Trade License, Chamber of Commerce, renewals of
warehouse tenancy, staff accommodation, vehicle registrations (new+
renewals) etc
Performs basic accounting like handling of petty cash including monthly
reports
Maintains, monitors and orders office supplies
Prepares quarterly commission statements to be sent to Principals/
Suppliers
Prepares monthly, quarterly and yearly commission reports
Follow up commission payments from Suppliers/Principals
Filing Database and