Executive Admin
Al Suood Al Jadeed Bldg. Cont. LLC
Total years of experience :5 years, 1 Months
-Replies to client email upon MD's or Executive secretary discretion.
-Manage Appointments and meetings for MD (Managing Director)
-Updates all documents kept by the book keeper.
-Coordinates with PRO for Trading License and Employees visa.
-HR for new employees.
-Composes Quotation as per Auto Cad drawing.
-Composes Agreement between company and client.
-Manage the company needs and delegates the office's work for each employees.
-Coordinates with Advertising Sales Managers
-Customer Service for clients via call and appoited meeting with MD.
• Multiphone process as Customer Service.
• Every time checking Outlook for Incoming emails and saved to concern executive network forlder.
• Taking minutes of meetings and compilation for record keeping.
• Making Circular or Company Memo as mandated by the General Manager.
• Coordinates with concern company’s Executives or employees to take necessary actions (example: coordinates with p.r.o. for the visa status of new employees and custom paper processes; Coordinates with purchase manager for checking the import and exported cars and reports directly to the General Manager; Continuously tracks shipping companies for updates.)
• Editing and Uploading company’s email addresses.
• Keep track and records of company’s files and re-store if needed.
• Makes travel booking inquiry and reserve air ticket in travel agencies as needed.
• Makes appointment for candidate/applicant as per the HR or General Manager schedule.
• Answers to Inquiries and forward to designated department or personnel.
• Directly reports to General Manager and take necessary action what is needed.
• Send/Receives website inquiries and inform the General Manager.
• Send/Receives offer from customer and suppliers.
• Assist the Purchasing Head Department for documentation like L/C, T/T copy.
• Assist for checking chassis number for each custom paper like customs exit, gate pass paper, and inspection paper.
• Directly reports to General Manager for car offers from Germany.
• Updates company Social Media sites like company website, instagram, twitter and facebook accounts by uploading pictures (interior and exterior) and brief details for the car.
• Makes Transfer Approval, Inspection paper, Gate Out paper, Custom Exit and Export FreeZone papers.
• Updates company website and other social media sites like instagram, facebook and twitter.
• Coordinates with I.T. personnel of the company for the technical problems for the company website.
• Uploads photos/pictures in company websites and other social media sites for customer services.
• Immediate respond to Customer inquiries emails, company website, facebook, instagram, twitter.
• Authorized in accepting invoices/bills from drivers and other personnel.
• Making everyday disbursement in Microsoft excel sheet format and reports to chief accountant every day.
• Able to make Petty Cash Financial report and forward to chief accountant every month.
• Prints Invoices for Spare parts division.
• Authorized to request Petty Cash from General Manager.
• Weekly updates the drivers for their balances and closed the previous balance.
• Handles the Driver’s Vehicle Logs using the MicroSoft Excel to forward weekly to accounts department.
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