Senior Administrative Officer
Darwish Holding
مجموع سنوات الخبرة :16 years, 2 أشهر
/ Business Solutions
•Deals with clients re orders of supplies required in their department
•Process orders and follow up the deliverables, stocks, accounts and logistics
•Arrange collections of cheques
•Organizing and maintaining client’s database
•Responsible in tracking cheques clearance with accounting department
•Doing invoices, purchase orders for clients
•Responsible in dealing with store transfer, returns on the system
•Answers and direct phone calls
•Maintaining sales reports weekly, and monthly
•Maintain a filing system
•Carrying out administrative duties such as filing, typing, copying, binding and scanning
•Handle sensitive information in a confidential manner
•Doing PO’s from the stores and sending it to the dedicated suppliers
•Handling invoices templates, and processing Purchase request
•Making new item classifications for new brands / items
•Doing weekly, monthly Sales and Stock report of all the 12, 000 SKU’s
•Responsible in securing approval and changing prices in the system
Takes the orders from the stores and monitors the stock level of the department
Coordinates with suppliers regarding the new products in the market, rates and fast moving products to
sell
Does the weekly and monthly Sales report of the stores to update them with their sell out
Responsible in doing the item classification of each product which is suggested by the supplier
Regularly coordinates with the stores with what they require and want will be beneficial on the business
Gather HD images of the products that needs to be posted on the website for the possible boosting of
sales
Monitors accuracy of information from the supplier to enter in our Oracle application
Responsible in initiating of changing the price, new item creation request and update of information from
the suppliers
Deals directly with the suppliers regarding their payments and liase with the accounting team on their
needs
Tracking the debit notes, and credit notes ofthe suppliers
Responsible in entering all promotions on the system for a sp
•Arranging travel, visas and accommodation, hotel and flight bookings of the Director
and department under Electronics Business Unit.
•Take minutes of the meeting or dictation at meetings and to provide general assistance during
presentations
•Screens phone calls, inquiries and requests, and handling them when appropriate
•Meeting and greeting visitors at all levels of seniority
•Organizing and maintaining diaries and making appointments
•Dealing with incoming email, and post, often corresponding on behalf of the Executive
Director
•Carrying out background research and presenting findings
•Producing documents, briefing papers, reports and presentations
•Organizing and attending meetings and ensuring the manager is well prepared for meetings;
•Liaising with clients, suppliers and other staff.
•Taking on some of the manager's responsibilities and working more closely with management
•Deputizing for the manager, making decisions and delegating work to others in the manager's
absence;
•Being involved in decision-making processes.
•Responsible in safekeeping of the EBU files
•Disseminates pay slip of the Electronic Business Unit Division
•Tracks pending issues in each of the division
•Understand the essential importance of dealing with highly confidential information in a
professional and discrete manner
•Responsible in furnishing payment orders, IOU’s, travel expenses reports
•Monitors inventory of the Electronic Business Unit department
•Secures signature approvals from the Director on a daily basis
•Tracks smooth flow of documents to Assistant General Manager, Financial Director, Accounting
•Department, Cosmetics & Fragrances Department, Fast Moving Goods Department, Professional
Electronics Department, Business to Business Department, and Consumer Electronics Department
to the Director of Operations
•Assistant to the Chief Medical Officer
•Assist Medical Doctors in their needs
•Responsible in taking minutes, and all administrative function
•Maintain a detailed record system of all incoming and outgoing correspondences.
•Handles appointments and meetings of the Director of Operations
•Maintains all contracts, records, minutes of the meeting folder
•Keep track of all the important documents needed the office
•Solves problems in the department
•Tracks pending items to be delivered in their respective areas
•Assist HR related function
•Solves administrative related issues
•Provide all functions of administrative support including:
Dealing with all correspondence (emails and letters), determining and implementing any action required and, where appropriate, replying on behalf of the Director
•Efficient diary management, including arranging internal and external meetings
•Maintaining accurate records including running an effective filing system
•Making travel arrangements - investigating prices, booking tickets, obtaining directions and visas
•Taking meeting minutes as requested on occasion
•Maintaining good ongoing communications internally and externally at all level
to Director of Administrator.
•Assistant to the Hospital Director.
•Prepares the daily schedule for the Hospital Administrator, Hospital Director, and Management
Advisor.
•Secretary for Administrative Committee, Health Safety Environment Safety and Risk Management
Committee.
•Arrange, participates in and implements as directed conferences and committee meetings and
taking minutes of the meetings as required.
•Prepares memo and all Internal Office Memorandum.
•Follow-up all pending issues with regards to Maintenance, Purchasing, and all administrative
functions.
•Understand the essential importance of dealing with highly confidential information in a professional
and discrete manner.
•Developed a professional, proactive and responsive attitude and a positive and friendly personality
throughout a team player with respect for individual preferences.
•Possess a catching enthusiasm and a contributor to a positive environment in the daily work.
•Interprets polices & procedures as established by supervisors.
•Responsible in taking care of all the Local Purchase Order from the Purchasing Department.
•Complies data based in research techniques.
•Provides authoritative information that tends to establish precedent and which may commit a unit
to a policy or course of action.
•Receives all invoices and local purchase order papers for signature and tracks flows of the pertinent
documents.
•Handling of all phone calls to the department.
•Maintain a detailed record system of all incoming and outgoing correspondences.
•Attending Corporate HR meetings and determine client requirements
•Creating a Project Management calendar
•Attend client meetings and assist with determination of project requirements
•Assist the PM in the drafting and issuance of project proposals, RFP’s, tenders, budgets, cash flows
and preliminary schedules
•Prepare project organization and communication charts
•Chair site meetings and distribute minutes to all project team members
•Track the progress and quality of work being performed by design disciplines/trades
•Use project scheduling and control tools to monitor projects plans, work hours, budgets and
expenditures
•Effectively and accurately communicate relevant project information to the client and project
team
•Ensure clients’ needs are met in a timely and cost effective manner
•Review field inspection reports from Consultants throughout the lifecycle of the project
•Issue Contracts, Letters of Intent, Purchase Orders, etc.
•Maintain Contract Execution Tracking Log
•Assist the PM in the review of Contractor quotations to ensure that only fair and reasonable pricing
is recommended for approval
•Track & manage contemplated change notices and change orders in the database
•Prepare substantial completion certificates and ensure all required project close out documents
are obtained
•Communicate ideas for improving company processes with a positive and constructive attitude,
and for developing this attitude in others
•Keep the Project Manager (PM) and others informed about project status and issues that may
impact client relations
House of Chi, Dubai
•Hospitality. Monitors the cleanliness of the premises. Doing the daily check up at the treatment
room, kitchen, toilet etc.
•Guest Records. Maintain an updated record of the clients and guests on daily basis.
•Admin. Works. Attends to office correspondence works. Attends to drafting letters, checking the
Microsoft Outlook emails, Website Intranet emails.
•Front Desk Works. Attends to the clients and bookings in the absence of an AC.
•Inquiry. Attends to inquiries related to HOC/HOH advertising and promotions.
•Attends to Home Service inquiries.
•Meetings. Handles Staff, Doctor and AC’s meetings. Preparing minutes for MD.
•Personal Secretary of MD. Acts as the
Digimasters Distribution
ADMINISTRATION
•Responsible for safekeeping and filing of employees’ personal files
•Answers and screens incoming calls and transfer it to concerned person
•Makes correspondence with Administration and Immigration Department in JAFZA
•Assists HR Manager in processing of JAFZA-related documents (i.e. visas, gate pass, employment
card, health card)
•Responsible in faxing, scanning and photocopying documents
•Prepare necessary documents for visa application to other countries.
•Monitors stationery supplies and make necessary orders upon approval from the Accounts
department
•Prepare necessary documents for visa application to other countries.
•Monitors stationery supplies and make necessary orders upon approval from the Accounts
department
LOGISTICS
•Makes sure that there is a smooth flow of documents between Logistics department and customers (i.e. transfer documents are made and faxed to corresponding customers, documents are ready if goods are to be collected)
FINANCE
•Maintains and updates attendance file every month. Checks absences, late comings and overtime
based on the report from the finger print device.
MANAGEMENT
•Arrange bookings of flights for the Managing Director and Chief Executive Officer
•Monitors and updates Skywards and Kris flyer accounts
in