Operations Executive
Al Saif Graphics LLC
Total years of experience :14 years, 8 Months
(Participated Events: Jewellery & Watch Show 2021 and World Future Energy Summit 2022)
Reporting and assist directly Operations Manager and Client Relations Manager on design brief, costing, procurement and delivery of event/project
Track and log event and invoices tracking system
Communication with external (customers and vendors) and internal (colleagues)
Sourcing of event suppliers and provide onsite event coordination
Generate administrative task and other adhoc duties such as preparation and submission of forms as per event requirements, badges registrations, furniture/AV order form
Conduct site surveys and quality control checks and generate reports from the build-up, showdays and dismantling
(Project Documentation Handled: Abu Dhabi Court House Project, Applications Building Renovation, New Call Center, Underground Parking Escalator Grand Mosque, National Center for Meteorology and Seismology and Scholarship Offices, Presidential Palace Office, Emirates National School - Cafeteria, Royal Wing Majlis Renovation-Mafraq Hospital, Villa, Government Offices, Offices, Hotels and Restaurant, etc.)
Provide a full range of secretarial and administrative support in the office.
Maintain, organize and archive records of documents per projects (includes: scanning, copying, hard/soft copy saving).
Generate various documents (includes: correspondence, reports, drawing/material submittals, material inspection, inspection request, etc.).
Prepare and generate specification sheets and physical sample of materials for client’s approval.
Track and retrieve documents as requested.
Keep and control approved samples for reference prior/during execution of works.
Arrange, schedule or cancel meeting appointments if required.
Receives and screens visitors and telephone calls, takes messages and ensures that the messages are handled correctly.
Organize daily all incoming and outgoing documents and ensures the documents are handed over to the intended recipients.
Maintains confidentiality of documents and information received.
Keeps informed of office details and advices management of problems.
Operates standard office equipment.
Prepares LPO’s, assist in distribution of Cash/Cheque Payments
Assists in the requisition of office supplies / stationeries.
Handles company main telephone line to direct / forward calls to the extension recipient
Receives documents from the couriers and notifies recipients of its arrival
Manage phone calls for Managers and Directors which includes call screening.
Dispatch and handle of correspondences thru couriers
Assists official business visitors with company location maps and instructions
Prepare the meeting room and boardroom for company presentations and meetings
Manage the office supplies, keeping track and maintenance of the inventory
Manage general consumables (pantry, meeting rooms, etc.) and place orders upon requirements
Promoting and market the business services.
Dealing with customer’s queries and complaints.
Provide advice and suggestions regarding the services offered.
Reserve, book and manage bookings.
Manage and organize daily schedule ensuring correct information between agents and field crews.
Coordinate with relevant company partners like hotel agents and other tourist service providers.
Prepare and organize schedule for the staff and crews (Boat and Office personnel) for smoother operations.
Monitor daily office routines to ensure quality over-all operations
Coordinates with Food and Beverages suppliers
Monitor up-to-date weather conditions to maintain safety of boat tours. Advice customers for any cancellations or reschedule due to poor weather conditions.
Arrange Travel/Exit Passes from the Coastguards.
Prepare General Monthly Statement Reports.