Admin Assistant
Nasser Bin Khaled Holdings & Sons
Total des années d'expérience :17 years, 10 Mois
Nasser Bin Khaled Holdings & Sons - Admin Assistant/ Purchasing/ Facility
January 2019- up to present
• Cater to all (Business Communication) Ooredoo requirements such as installation of new business lines, internet connection, MPLS, Wi-Fi, etc. connections, cancellation or downgrade as required.
• Organize outgoing and incoming correspondences for Admin Services Department.
• Arranges/ caters all request related to business trip staffs especially the top management, annual leave tickets, newly hired and repatriated employees.
• Maintains Admin Employee file 201 confidential records and office files and Interpret administrative and operating policies and procedures for employees.
• Maintains records of Memorandum and Circulars and prepares responses to correspondence containing routine inquiries.
• Creates and revises procedures by analyzing operating practices and forms control (Leave Form/ Medical Form/ Business Trip).
• Resolves administrative problems by coordinating preparation of monthly report/summary. Assist with completion of necessary statistical reports as requested.
• Process purchases of printing, stationeries and IT related item requirements for the whole NBK Groups.
• Provides information by answering questions and requests and at the same time routing calls and taking messages.
• Completes operational requirements by scheduling and assigning administrative meeting, hotel corporate, supplier etc.
• Contributes to team effort by accomplishing related results as needed by reading and analyzing incoming memos, submission and reports in order to determine their significance and plan their distribution.
• Preparation of Purchase Requisition and Purchase Orders related to Admin Services requirements and petty cash expenses of the group.
• Arrange transfers with Admin Driver for pick-up & drop-off of the newly hired employees arriving from home country.
• Issuing LPOs for NBK Inter-Departmental Purchases for All NBK Groups.
• Assisting Head of Facilities, in Monitoring all NBK Locations and maintaining the file
of the following;
o AMC Fire Alarm and Fire Fighting System - Requesting PR creation to the
concerned Dept & creating LPO’s and monitoring invoices along with the
technical reports.
o AMC for CCTV - Requesting PR creation to the concerned Dept & creating
LPO’s and monitoring invoices along with the technical reports.
o Service Agreements (Security, Cleaning, Tea Boy, Tea Girls, Cleaner, Car
Washer, Supervisor, Waste Collection, Water Supplied, transportation, etc) - Requesting PR creation to the concerned Dept & creating LPO’s and monitoring invoices along with the technical reports, and job completion/ approved time sheets.
o Receipt of all facility invoices scrutiny, getting approvals and distribution for payments.
o Maintaining and updating Master List of All Lease Agreements.
o Maintaining and updating of Master List for All Service Agreement, AMC’s
and etc.
o Creating PR and LPOs related to NBK Holdings Facility Service
Requirements.
• Handling of All invoices of the Department, Scrutiny against actual and system as per
LPO, coordinating with supplier if there are issues and Maintain Transmittal Record for
the same.
• Coordinating with Finance Dept. and Supplier in relation to invoices and payments.
Nasser Bin Khaled Holdings & Sons - Admin Assistant/ Purchasing/ Facility
January 2019- up to present
• Cater to all (Business Communication) Ooredoo requirements such as installation of new business lines, internet connection, MPLS, Wi-Fi, etc. connections, cancellation or downgrade as required.
• Organize outgoing and incoming correspondences for Admin Services Department.
• Arranges/ caters all request related to business trip staffs especially the top management, annual leave tickets, newly hired and repatriated employees.
• Maintains Admin Employee file 201 confidential records and office files and Interpret administrative and operating policies and procedures for employees.
• Maintains records of Memorandum and Circulars and prepares responses to correspondence containing routine inquiries.
• Creates and revises procedures by analyzing operating practices and forms control (Leave Form/ Medical Form/ Business Trip).
• Resolves administrative problems by coordinating preparation of monthly report/summary. Assist with completion of necessary statistical reports as requested.
• Process purchases of printing, stationeries and IT related item requirements for the whole NBK Groups.
• Provides information by answering questions and requests and at the same time routing calls and taking messages.
• Completes operational requirements by scheduling and assigning administrative meeting, hotel corporate, supplier etc.
• Contributes to team effort by accomplishing related results as needed by reading and analyzing incoming memos, submission and reports in order to determine their significance and plan their distribution.
• Preparation of Purchase Requisition and Purchase Orders related to Admin Services requirements and petty cash expenses of the group.
• Arrange transfers with Admin Driver for pick-up & drop-off of the newly hired employees arriving from home country.
• Issuing LPOs for NBK Inter-Departmental Purchases for All NBK Groups.
• Assisting Head of Facilities, in Monitoring all NBK Locations and maintaining the file
of the following;
o AMC Fire Alarm and Fire Fighting System - Requesting PR creation to the
concerned Dept & creating LPO’s and monitoring invoices along with the
technical reports.
o AMC for CCTV - Requesting PR creation to the concerned Dept & creating
LPO’s and monitoring invoices along with the technical reports.
o Service Agreements (Security, Cleaning, Tea Boy, Tea Girls, Cleaner, Car
Washer, Supervisor, Waste Collection, Water Supplied, transportation, etc) - Requesting PR creation to the concerned Dept & creating LPO’s and monitoring invoices along with the technical reports, and job completion/ approved time sheets.
o Receipt of all facility invoices scrutiny, getting approvals and distribution for payments.
o Maintaining and updating Master List of All Lease Agreements.
o Maintaining and updating of Master List for All Service Agreement, AMC’s
and etc.
o Creating PR and LPOs related to NBK Holdings Facility Service
Requirements.
• Handling of All invoices of the Department, Scrutiny against actual and system as per
LPO, coordinating with supplier if there are issues and Maintain Transmittal Record for
the same.
• Coordinating with Finance Dept. and Supplier in relation to invoices and payments.
Duties & Responsibilities:
Main point of contact of the department.
Coordinates with clients and liaise with other depts. Such as Finance, HR, Admin, IT, Logistics & Clearing etc.
Providing all necessary administrative support functions for sales and after-sales/service center.
Liaising and communicating effectively and frequently with managers, other depts., clients and team members.
Ensuring office procedures and systems operate efficiently and effectively.
Preparing, scanning and copying contracts and other documents
Maintaining record of all contracts, letters & documents prepared & received (Soft & Hard Copy).
Generates Purchase Requisition and Purchase Order in SAP for suppliers.
Inputs all the purchased stocks with necessary details (trucks in the system (SAP DBM Vehicle) upon arrival.
Performs all the necessary (sales) steps in SAP DBM Vehicles from issuing quotation to customers up to generating invoices for successful sales.
Performs cashiering responsibilities, receives sales, cash, cheques and manages deposits and issue cash receipts vouchers (CRV), PDC Receipt through SAP
Handles department’s petty cash expenses and prepare reports for reimbursement.
Prepare correspondence, memos, letters, faxes and forms.
Receives relevant order file/ order confirmation and performa invoice from suppliers.
Prepare payment request according to payment terms, obtain appropriate approvals and forward to finance department.
Monitors and follow-up suppliers for goods ready to ship.
Coordinates with suppliers, forwarders, in order to ensure effective and economic shipping expenses and schedules.
Acquires & obtain necessary shipping documents.
Prepare memo and submit necessary documents to insurance dept.
Update Merchandising dept. upon shipment advice.
Alert clearing dept. upon arrival of shipment to clear goods from the customs & prepare warehouse to receive shipments.
Keeps track on payments for invoices and claims against supplier and/or forwarders.
Handles office Petty Cash and prepare regular replenishment reports.
Generates Purchase Requisition and Purchase Order in SAP for local & foreign suppliers.
Main point of contact for general inquiries from other departments and external customers.
Organizes and maintains files and records.
Making travel arrangements.
Produces and distributes correspondence, memos, letters, faxes and forms.
Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Updates employee’s file, assist, prepare and monitors leave plans, keeps track of sick leave etc. of all staffs.
Assist in conducting annual performance evaluation of employees.
Ensures that all company’s property and stocks are properly insured.
As Finance Assistant:
Prepares monthly payroll, overtime, others pays and deductions for drivers & staffs
Prepares monthly invoices
Reviews expense report & cash advances
Manages bank deposits (Cash, Cheques, PDC’s)
Records receipts of customers payments (Cash, Cheques, PDC’s)
Handles Petty Cash and post in the system
Prepares monthly payroll
Maintains accounting files & records
As HR Assistant:
Assist in recruitment process
Updates and maintains record of every employee such as leave, benefits, insurance etc.
Process and manages employees’ requests and claims
Arranged pre-employment and medical examinations
Made travel arrangements for employees’ vacation
Processed payroll information in an accurate and timely manner
Interpreting and clarifying HR company policies and practices
Developing reports to HR Manager on staff sick leave, absences and holidays
Maintenance of HR records and systems
As Secretary & Document Controller
Process, distribute, and maintain controlled documentation
Registering of internal and external documents
Maintenance of controlled documents registers
Manage the document/drawing review process, Internal and External
Ensures security and preservation of controlled records
Sending of Drawing Transmittals and Submittals
Ensuring that drawing transmittals are acknowledged in case there is a dispute on whether the drawings were transmitted
Providing all necessary administrative support functions, taking minute and diary management.
Liaising and communicating effectively and frequently with managers, clients and team members.
Ensuring office procedures and systems operate efficiently and effectively.
Preparing, scanning and copying contracts and other documents
Maintaining record of all contracts, letters & documents prepared & received (Soft & Hard Copy)
Assist in preparing business proposals and tenders
Sourcing suppliers for specific product in the internet and suggest the most preferable based on the prices, product quality and payment terms.
Ø Responsible in banking transactions such as deposits, withdrawals, telegraphic transfer and etc.
Ø Answering queries and making telephone calls
Ø Preparing invoices, packing lists and applying for certificate of origin in Dubai Chamber through the internet.
Ø Recording all the daily transactions such as invoices, bank deposits and withdrawals.
• Conducted area study, seminars and orientations as well as marketed the program to the prospective program members
• Responsible in maintaining proper client selection, investigation and close monitoring of every member
• Prepared and kept safe of all the pertinent documents of every qualified entrepreneur necessary for loan proposal as well as loan appraisal
• Ensured 100% collection of every member on their loan repayment within the cut off time
• Ensured the accuracy of recording and posting of every transaction such as payments, savings and withdrawals of every program members and keeping the book updated.
• Responsible of all banking transaction and keeping safe of all the records of every member
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