Executive Secretary
Arch-in Design
Total years of experience :16 years, 11 Months
• Provide Administration and Secretarial Assistance to Managers and Superiors.
• Preparing and typing Office Correspondence and Reports.
• Answering, Directing and Keeping Log of all Telephone calls and visitors.
• Time to time email checking, printing, directing, logging, backing up and replying.
• Receiving and conversing with Office visitors and cater their needs.
• Act as focal point in Office for coordination between Staff and Department.
• Preparing and Monitoring of Quotations and Job Orders.
• Preparing Daily Reminder and Remind Management about their Calendar, Appointments, emails to be replied, follow ups, etc.
• Updating, Monitoring and checking the Inventory Stock list -( Daily, Weekly and Monthly Report).
• Updating, Monitoring and checking the Job Order status Reports.
• Preparing, Sending and Filing all Transmittal (Documents, Drawings, Materials and etc.)
• Preparing and Replying for Client inquiries - in email, whats app and instagram.
• Inquiry and coordinating with the supplier for the orders and shipping.
• Maintaining all the files and folders in computer as well the file cabinet properly for easy Archiving.
• Keep track of the HR and employee files and assist in Payroll preparation.
• Arranging flight and hotel booking etc as required by the Management.
• Monitoring and calendar reminder for the expiry of Official Documents, Employees ID Expiry, Tenancy Contract and Vehicles Card.
• Check and Update monthly office and kitchen supplies and request for purchase.
• Responsible for the Overall neatness and cleanliness of the Office.
• Other duties and responsibilities as delegated by the Manager
• Provide general HR administrative assistance for all Showroom Branches.
• Organizing and Maintaining personnel records for All Showroom Branches (UAE, Doha, Saudi)
• Updating Internal HR Database
• Preparing HR Documents
• Answer employees queries about HR related issues
• Assist Accountant by providing relevant employee information (leaves, absence, sick leaves & work schedules)
• Preparing the documents & coordinating with the PRO for visa application, cancellation or transfer
• Monitoring and preparing documents for Renewal of Company Documents (Trade License, CR, computer card, Tenancy Contract and Policies)
• Monitoring and preparing documents for Vehicles and Insurances Renewal
• Post application and screen applicants
• Preparing Memos and letters
• Arrange Ticket/Hotel booking
• Assist the owner on their personal transaction if needed
• Assist and other works as per Manager instruction
Logistic Works
• Arranging Shipment of Items to Client, Supplier or to each branch
• Preparing Invoices & Packing List
• Coordinating with the supplier
• Monitoring for the items order and Delivered/ Updating project status
• Coordinate and provide the documents required for clearing of Shipment
Secretarial Works
• Answering calls, taking messages and correspondence
• Preparing and sending Quotations
• Making an LPO
• Ordering & Monitoring of Orders (Fabric & Furnitures)
• Preparing Delivery Notes and receipts
• Making a Sales Report
• Assisting clients and co-employees
• Reporting to the Head of Department
• Handle, screen and record incoming and outgoing telephone calls.
• Prepare, record & monitoring of all inquiries, quotations, & Project sales details
• Prepare invoice and follow up the pending payment of the client
• Execute general administrative duties such as filing, scanning important documents, photocopying, sending and receiving facsimile.
• Scheduling and attending meetings, creating agendas and taking minutes - shorthand may be required;
• Handling, Monitoring, & Updating the Job Folder on the system
• Handling petty cash and reporting the cash flow
• Preparing contract and agreement related to the projects
• Coordinating and assisting the HR regarding for the recruitment of staff, bookings and accommodation.
• Preparing material submittal and transmittal form
• Handling, Monitoring and reporting for the office supplies
• Assisting the engineers and other staffs
• Personal Assistant to the General Manager and Managing Director.
• In-charge of the recruitment of new employee, attendance and appraisal of staff for all branches.
• Carefully arrange and monitor visas of the company employee.
• Responsible for the Health Insurance of the staff for all branches.
• Prepare memos and letters.
• Handle travel bookings.
• Handle, screen and record incoming and outgoing telephone calls.
• Pleasantly greet and assist customers; maintain efficiency in handling their queries.
• Prepare and record of all inquiries, quotations, order form, local purchase order, invoices and deliveries.
• Execute general administrative duties such as filing, scanning important documents, photocopying, sending and receiving facsimile.
• Prepare weekly report for sales update, outgoing quotation, client feedback and Summary Sales of all the branches.
• Responsible for the inquiry, ordering & shipment of the furniture for all branches.
• Monitor the status rental of the showroom & workshop.
• Monitor and handle proper distribution of orders.
• Handle the inventory of office supplies.
• Prepare and maintain logbook of office concerns.
• Handle petty cash, accepting payment, preparing receipt voucher
• Assigned as the General Shop In-Charge.
• Provide excellent customer service with customers and guests.
• Attending to client’s needs; effectively offering appropriate product or service.
• Take care of customer inquiries, requests and suggestions
• Promptly address to any client’s complaints and immediate in providing resolution up to the client’s satisfaction.
• Responsible in updating the showroom pricelist.
• Keeping track of important documents like receipts and order slips.
• Perform inventory and maintain materials requisition.
• Ensure that all company rules and procedures are followed with respect to stocks and inventory control.
• Submit sales report to the Manager as well as and significant matter concerning shop activity.