Secretary to the General Manager/Dept Coordinator Megastar Trading LLC
Darvesh Group - Megastar Trading Co. LLC
مجموع سنوات الخبرة :18 years, 3 أشهر
Secretary to the General Manager/Megastar Trading LLC (2017 till date)
Admin Executive / Receptionist - DARVESH Head Office (2016 - 2017)
DARVESH Group (Manufacturing / Trading / Investments) - Dubai Investment Park - 2
Assisting General Manager and the Sales team by communicating, ensuring the adequacy of sales related equipments or materials. Responding to complaints from customers and give after-sales support when it is required. Organizing meetings, taking dictation and manage General Manager’s calendar for meetings and provide general assistance to the Dept Head and the Sales team
Key Responsibilities;
Provide first-level contact and convey resolutions to customer issues, resolve customer complaints, Follow up with customers, provide feedback and update customer data and produce activity reports daily/Monthly
Manage front desk customers and large amounts of incoming/outgoing calls
Preparing Supplier LPOs, Customer Pro-forma invoices and Supplier invoices, Commercial invoices/ managing customer accounts / Sending SOA to the customers
Handling RFQ / Quotations and coordinate with store team regarding timely dispatches and manage Sales Orders and contracts to clients for new projects, and renewals - Liaison with the customers for payment/collection.
Taking care of group employees daily Attendance/Leave /OT on ERP and prepare monthly reports and submitting to HR for payroll and update the attendance system on daily basis
Manage inbound/out bound courier services, including tracking shipments and assisting with transportation arrangements as needed
Manage all travel/ hotel bookings of employees and Coordinate with employees/ HR Dept on visas for other countries and preparing required documentation
Handle all expiry of documents (TRN, TL, VISAs, INSURNCE) reminders for employees/ company car or other company related items
Issuing NOC Letters for tenants to the government dept. RERA, DEWA, Dubai MC
Schedule meetings and arrange conference rooms
Handle the company inventory of stationary and pantry items
Manage office messengers, drivers and assign duties and making their daily expenses claim
AKI Group
TECOM, Dubai, UAE
2014 - 2016 / Consumer/Retailing, Sales, FMGG, F&B, Medical & Health Care
Managing Chairman's all day to day work, arranging meetings, calendar management and keep calendar constantly updated to facilitate the appointments and meeting schedules and daily correspondences, preparing e-mails and faxes etc. Managing Chairman’s appointments with the other organizations, and looking after the other administrative tasks/taking care of all public relation tasks
Key Responsibilities:
Schedule appointments for and on behalf of Chairman, arrange business meetings and coordinate the administration for arranging hotel and travel/ticket bookings
Take dictation, compose and type correspondences.
provide information to callers, direct calls to appropriate officials and place outgoing calls for behalf of Chairman
Providing administrative support to the staff. Organization of daily maintenance of office, communication system, filing system, correspondence, photo copying.
Review Chairman’s E-mail, Prioritize before forwarding to the Chairman.
Read/screen incoming correspondence, reports and make preliminary assessment of the importance of documents and handle some matters personally
Perform a variety of executive support tasks that are highly confidential and sensitive.
Operate office equipment- fax machines, copiers, phone systems, and database management, Operate main switch board when its needed
Managing all courier documents and Keeping a record of all outgoing/incoming courier invoices.
Purchasing of office supplies, stationeries, pantry items.
Coordinating with vendors to schedule meetings, manage accounts payable with regards to invoicing
Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons
Manage inbound/out bound courier services, including tracking shipments and assist with transportation arrangements as needed.
Get the best Quotation form hotels and arrange events accordingly
Taking care of all rented property issues, issuing yearly tenancy contract, followup with the renewals
Administrative In Charge /Key Account Exe - International Diplomatic Services (IDS)
Jebel Ali Free Zone - JAFZA
2009 - 2014 / Export/Import, Logistics & Distribution, Trading
International Diplomatic Services in Dubai is a dedicated supplier of duty-free goods for diplomatic community worldwide. IDS provide their service mainly to the Embassies in Kuwait, Jordan, Oman, Sudan, Yemen, Pakistan, Afghanistan-Kabul and African continent etc.
Key Responsibilities:
Effectively handle customer queries by providing customers with correct and clear information about the company’s products and services, helping customers with online ordering.
Calendar/Diary management, meeting and travel arrangements/hotel and flights bookings for Managers, taking care of the appointments with the Ambassadors for worldwide embassies.
Prepare weekly/monthly purchase/finance related reports for GM. Monitor the debtors list and follow up with the customers for payment.
Taking care of the shipping, customs documents. Coordinating with shipping lines for booking vessels and flights for air cargo shipments
Coordinate shipments out from Jebel Ali to local or overseas locations.
Deal with courier agencies arrange deliveries/pick up shipments, quotations & negotiating corporate rates, etc
Preparing customer Invoices, Packing List, Credit Notes, LPOs, Quotations and landing them on ERP system. Manage customs documents, MFA documents.
Supervising and handling import & export clearances /Focus on the sourcing and logistic side of the company.
Prepare entry/exit gate passes for JAFZA visitors, drivers, etc. Receive and process incoming, orders, prepare Order Template for new orders
Liaise with banks for letter of credits (LC) related to purchases
Dealing with clients both internally and externally, vendors and suppliers. Prepare and present purchase reports control and manage the stocks level (new units) of the company.
Maintain strict confidentiality of all data processes including customer’s details, payment details, historical records, customer files and databases.
Maintain an adequate inventory of office supplies, source stationeries. Petty cash, Staff expenses, Pantry inventories, , formatting, logo, letterhead, business cards
Team Assistant & Market Intelligence Team Support
Siemens LLC powered by Siemens AG, Germany, Dubai Internet City (DIC), Dubai, UAE
2006 - 2009 / Automotive, Power Generation, Energy, Hospitality
Responsibilities including assisting and coordinating with the Siemens Team’s day to day businesses. Reservations, hotel & flights bookings, coordinating exhibitions, Conferences, road shows, events in the regions, Seminars, arrange business trips, transportations, workshop, preparing agendas, Visa and hotel accommodation for delegations
Key Responsibilities:
Plan and coordinate all travel bookings (flights, accommodation, visas), arrange exhibitions, road shows, seminars, business trips, transportations, workshops
Preparation of LPOs, documents, travel expenses & statement of expenses, airway bills and keep a record of courier invoices.
Supporting work for projects, tenders and information planning and organizing.
Assisting training courses, exhibitions, special events and internal dept workshops.
Distribution of all incoming faxes, mail, Keep a proper shared filling records.
Operate office equipments, fax machines, copiers, and phone systems, Use office ERP system for spreadsheet, word processing and database management.
Supporting as a team member for the “Market Development Board” for Hospitality Sector for GCC / Africa / Asia (India & Pakistan) regional markets which are managed and handled from Dubai office.
Create Market Transparency database, making well defined reports based on data and order Entry forecast and country reports, managing the weekly report
Organization of the annual market development community meeting with all countries and Siemens BUs participating, coordinating and assisting for conferences, exhibitions and events in the regions
Handling visas, invitation letters, hotel accommodations for delegates/staff, Petty cash, staff expense claims
Clearing all utilities bills (DEWA/ETISALT/EPPCO)
Team Assistant & Market Intelligence Team Support
Siemens LLC powered by Siemens AG, Germany, Dubai Internet City (DIC), Dubai, UAE
2006 - 2009 / Automotive, Power Generation, Energy, Hospitality
Responsibilities including assisting and coordinating with the Siemens Team’s day to day businesses. Reservations, hotel & flights bookings, coordinating exhibitions, Conferences, road shows, events in the regions, Seminars, arrange business trips, transportations, workshop, preparing agendas, Visa and hotel accommodation for delegations
Key Responsibilities:
Plan and coordinate all travel bookings (flights, accommodation, visas), arrange exhibitions, road shows, seminars, business trips, transportations, workshops
Preparation of LPOs, documents, travel expenses & statement of expenses, airway bills and keep a record of courier invoices.
Supporting work for projects, tenders and information planning and organizing.
Assisting training courses, exhibitions, special events and internal dept workshops.
Distribution of all incoming faxes, mail, Keep a proper shared filling records.
Operate office equipments, fax machines, copiers, and phone systems, Use office ERP system for spreadsheet, word processing and database management.
Supporting as a team member for the “Market Development Board” for Hospitality Sector for GCC / Africa / Asia (India & Pakistan) regional markets which are managed and handled from Dubai office.
Create Market Transparency database, making well defined reports based on data and order Entry forecast and country reports, managing the weekly report
Organization of the annual market development community meeting with all countries and Siemens BUs participating, coordinating and assisting for conferences, exhibitions and events in the regions
Handling visas, invitation letters, hotel accommodations for delegates/staff, Petty cash, staff expense claims
Clearing all utilities bills (DEWA/ETISALT/EPPCO)
Technical Report Writing Skills - Solomon Management Consultants, Dubai – 2007
Diploma for Confidential Secretaries-Royal Institute of Academy, Colombo, SL- 2002 Course contents Elementary Organizational Structure (EOS) General Administrative Office Procedures (GAOP) Office Organization, Functions, Business and Internal Communication Disciplines – Leave/Holidays – Absenteeism/Lateness, Records, Reports, Security of Documents, Secretarial Duties and Practice The World of Business, Money and Banking, Meeting, Bonus and Gratuity
