secretary and admin assistant
Amaryllis perfume factory
Total years of experience :13 years, 4 Months
Provides administrative support and materials to various departments and functions, such as sales, Purchasing, customer service and finance.
Processing customer quotation & sales orders
Printing and sorting factory work orders
Update Production deliveries doc daily/ weekly
Generate purchase orders for raw materials and components. Closely monitor supplier delivery schedules and routinely communicate with vendors to expedite deliveries when needed to ensure component availability
Receive and reconcile deliveries against purchase orders
Prepare company memos and announcement related to factory issues.
Ensure all staff visas, passports, labor cards etc. are maintained up to date with assistance of the concerned staff members.
Inputs and updates information in databases and spreadsheets.
Research as requested, compiles and summarizes information for reports.
Ensures that deadlines are met and adapts to changing priorities
Initiating annual renewal of Trade License/Establishment permit of ministries MOH, MOC, EPA, MOF, KFD, Kuwait Customs, Kuwait Chamber of Commerce.
Processing registration of commercial brand copyright at MOC.
Liaison with Supplier Company & local shipping companies for importing consumer products via sea freight & airfreight.
Processing permit for importing & selling perfume products according to Pharmaceutical & herbal medicines registration control dept.
Processing permit for GMP certificate from Pharmaceutical & herbal medicines registration control dept.
*Prepare and disseminate correspondence, memos and forms as required.
*Carrying administrative duties such as filing, typing, copying, binding, scanning etc.
*Receiving, sorting and distributing incoming mail.
*Taking telephone calls and relaying messages; synchronizing flow of interoffice communications.
*Maintaining computer and manual filing systems
*Organize, compile and update company personnel records and documentation.
*Initiating annual renewal of Trade License/Establishment permit of ministries MOH, MOC, EPA, MOF, Public Authority for Food & Nutrition, KFD, ministry of justice, Kuwait Customs, Kuwait Chamber of Commerce & Industry, and Kuwait Municipality.
*Processing registration of commercial brand copyright at MOC.
*Processing permit for importing & selling cosmetics, skin care products according to MOH regulation.
*Processing permit for importing & selling consumer products, according to public authority for food & nutrition regulation.
* Liaison with Supplier Company & local shipping companies for importing consumer products via sea freight & airfreight.
*Liaison with contractors regarding maintenance, fit out & interior design of a new store.
*Liaison with shopping mall management regarding store leasing, renewal, requesting permission for promotional events, maintenance, fit-out & interior design, lease termination.
* Communicate with insurance company & process issuing new insurance policy for stores.
*Be actively involved in recruitment by preparing job descriptions, posting ads and managing the hiring process.
*Conducting telephone and personal interviews based on desired skills and experience.
*Provide counseling on company policies and procedures to employees.
*Help organize and manage on-boarding employee orientation.
*Manage and update HR databases with different information such as new hires, terminations, sick leaves, warnings, vacation and days off.
*Initiating/submitting the application of employee services such as offer letter, appointment letter, residency issuance & renewal, salary certificate, visa transfer and cancellation.
*Prepare PIFFS letters & forms.
*Prepare, manage and store paperwork for HR policies and procedures.
Attending calls & forward it to the right person, take messages to inform concern personal later.
Greeting guests & escort them to the meeting room.
Prepare Monthly petty cash budgeting.
HR partial responsibility
Company requirements in terms of:
Stationery printing (includes acquiring new quotes and QC)
Handling of company messenger/driver & Coordinate outgoing mail to CBK, CMA, KIA, KSE, KCC, Investment Companies, Banks.
Prepare PIFFS corresponding letters & forms.
Fill in forms of renewing & cancelation for work permit visa of staff.
Prepare Salary Certificate in Arabic & English.
Fill in & Print Commercial visa application forms.
Update the excel sheet of restricted names by CBK.
Assisting preparing the shareholders Invitation letters for AGM meeting.
Printing materials for BD meetings.
Fill in Travel request form.
Confirm airport pick up by the hotel for Business Trips.
Fill out visa application for business trips of the staff.
Prepare AWB for parcels to be shipped by FedEx, also Reverse pickup.
Tally & prepare the FedEx invoices due on employee & company & notify Accounts.
Prepare Travel expense forms & notify Accounts.
Sort out the post office mail & deliver it to concern personals.
Updating monthly flash report lists.
Updating Distribution lists of daily & monthly reports for research team
RSVB formal functions for local & international, order flower on behalf of the MD.
Prepare Risk meeting materials & order meeting lunch.
Maintain Filling Cabinet of MD assistant.
Research on line as per requested.
Handling all office work.
Update information on website specialized in stock markets analysis.
Communicate with potential clients regarding online subscription.
Update the database of clients on CRM system.
Sending Technical & Financial analysis to clients via email daily.
Communicate with enlisted company in Kuwait stock market
Requiring the latest quarterly & yearly profits.
hujjj