Admin Assistant cum Receptionist
Kinarps Project Solution KPS
Total years of experience :11 years, 1 Months
Answering and forwarding of phone calls in a professional manner.
Handling queries and complaints via phone and email, making sure it is log and forwarded to the concern person.
Making flight and hotel booking for employees, also monitoring the meeting rooms.
Monitor front desk and comply with all security procedures for visitors
Receiving Invoices, mails, packages and making sure it is properly log and directing it to the concern person.
Handling petty cash, purchasing the needs of the office.
Coordinating with the drivers for the deliveries and pick up’s, making their daily schedule.
Supports other department in any other needs.
Managing/filtering incoming calls before forwarding to required personnel.
Sending and receiving of couriers, logging the same for tracking purposes as well.
Handles the scheduling of meeting rooms and coordinating to concerned.
Bookings of flights and hotels of managers and visitors from other countries.
Controls the entrance and exit of non-employee entering and exiting the building.
Answering and forwarding of phone calls in a professional manner.
Handling queries and complaints via phone and making sure it is log and forwarded to the concern person.
Monitor front desk and comply with all security procedures for visitors
Receiving Invoices, mails and packages, making sure it is properly log and directing it to the concern person.
Coordinating with the drivers for the deliveries and pick up’s, making their daily schedule.
Screening incoming calls, post and courier, corresponding independently in internal and external clients.
•Monitoring the meeting rooms and ensuring that employees should booked their appointment before using it.
•Assisting Facility Management Department and Receptionist from other branches in all other needs.
•Making the necessary reports and ensuring that all reports should be accurate and submitted on time.
•Maintaining the office stationaries and panty needs.
Handling switchboard telephone and direct calls to concern person.
•Welcoming guests for meetings, interviews and all other concerns.
•Making flight and hotel booking, doing comparison from travel agency and online booking.
•Maintaining the office stocks for the whole office.
•Record keeping, sorting and updating of files.
Answer the phone, take messages, and redirect calls.
•Greet and welcome guests and direct them to the appropriate person.
•Develops and maintains office forms and procedures, and assists with administrative tasks.
•Create and update records ensuring accuracy and validity of information.
•Inventory of office supplies and order what is needed.
•Assisting other Department in their needs.
Prepare and sort employee documents for the purpose of data entry.
•Entering employee files in the prescribed database.
•Verifying all entered data by reviewing and making sure that all entries are correct and up to date.
•Identifying any problems with the database and taking appropriate action in discussion with our superior.
•Filing and sorting of documents and suggesting some inputs to make the File management more easy to access for filing and retrieving.
•Archiving of obsolete documents.
Represents the Company both in person and by phone in a friendly and professional manner, while adhering the highest level of service at all times.
•Provide general administrative and clerical support including mailing, memos, reports, scanning and faxing to the management.
•Schedule and coordinate meetings, appointments and travel arrangements for managers and supervisors.
•Provide general support to HR Department in recruitment and in processing required documents.
•Maintain filing system, correspondence, documents and confidential files of the company.
•Maintains supplies inventory by checking stocks to determine inventory level; anticipating needed supplies and verifying receipt of supplies.
•Basic Accounting including handling of Petty Cash using Excel.
•Maintain sales records.
Supports human resource process by gathering applicants, conducting orientation, processing of benefits and requirements for new employees.
•Schedule and coordinate meetings, events, appointments and travel arrangements for managers and supervisors.
•Managing the day to day administration requirements of the company which includes general clerical and job coordination.
•Coordinate and maintain records of staff, telephones, mails and petty cash.
•Answer telephone enquiries from clients, attend to visitors and assist other staff in the organization with their enquiries.
•Maintains office supplies and facilitate the fulfilment of office supplies requisitions and purchases. Maintain a professional working relationship with suppliers.
•Perform any other duties required in meeting the objectives of the department.
Assists the Sales Team with their proposals.
•Prepare & coordinate documents for employee hiring & employment termination, visa requests, gate passes, sponsorship cancellation and repatriation.
•Coordinate directly between the PR office & employees with regards to visa requirements or processing of new employees and other PR related activities for compliance with UAE labor and legal laws.
•Making Invoices/LPO/Booking Order/Petty cash & Sales summary reports.
•Follow ups with the clients / agencies for material and coordinates with the production department to ensure that campaigns are installed as per the schedule.
•Screens incoming mails, calls, faxes to determine their significance and plan their distribution.
•Files and retrieves corporate documents, records, and reports.
•Performs general office duties such as ordering supplies and maintaining records management systems.
•Requests flight/car/hotel reservations on behalf of the senior executives.
Kyokitsu Inc. (PKI) -
Secretary