Executive Secretary to Group CEO
ELAN Group
Total des années d'expérience :17 years, 8 Mois
Tasks and Responsibilities:
• Performs all executive secretarial tasks for the GCEO including transcribing and proofreading confidential correspondence, preparing reports and minutes of meetings, scheduling appointments and maintaining confidential files and other material essential for use by GCEO.
• Maintains calendar of appointments for the GCEO, ensuring the GCEO is apprised of all appointments and changes as well as matters requiring immediate attention.
• Scheduling board meetings, sending materials for review prior to the meetings, taking and distributing notes and fielding general queries from board members.
• Prepares letters, memorandum, reports and presentation.
• Coordinates and directly supervises the activities of the administrative support staff to ensure equitable distribution of workload.
• Manage records, forms and document monitoring log, requisitions office supplies, and performs other administrative support procedures for effective office management.
• Opens and screens mail addressed to the GCEO and answers routine mail independently and routes other mail with background material as necessary.
• Distributes all approved documents to related department.
• Maintains all files for the GCEO, ensuring that material is properly marked and accessible for immediate use.
• Maintains files of all minutes taken at meetings for future references.
• Coordinates all travel arrangements for the GCEO.
• Responsible for ensuring all project documentation is properly collated and filed.
• Provide a time management / diary service on behalf of the Director in order to ensure effective time usage and to avoid conflicting schedules.
• Design, organize and implement appropriate filing and record management systems to ensure that records are always current and accessible with ease
• Maintained and updated attendance records (staff and subcontractors) for the project.
• Keeps a systematic filing system for hard copies of all correspondence (incoming & outgoing) for easier access and order in documentation.
• Ensure that confidential and sensitive business information is protected.
• Manage inventory of office supplies for the Project (Letterheads, envelopes, business cards)
• Manage archival activities of project documents such as Contracts, Bill of Quantities, Correspondences and Authority Documents.
• Prepares purchase orders by verifying specifications and price; obtaining recommendations from suppliers for substitute items; obtaining approval from requisitioning department. Obtains purchased items by forwarding orders to suppliers; monitoring and expediting orders.
• Coordinates the preparation and submission of Request for Proposals (RFPs) and other tender documents that are responsive to client requirements and in compliance with company objectives are completed in a timely manner.
• Produce various forms of documentation such as reports, presentations, memos and e-mails sing word processing, spreadsheet, database, and/or presentation software as required by the Director to ensure that well written, consistent, accurate and timely documentation.
• Assist in preparing presentations, graphs, and statistics in order to ensure they are fully prepared for their meetings.
• Organize and oversee all aspects of meetings held by the Director including venue arrangements, invitations, memos, reports and minutes of meetings
• Prepare and manages correspondence and report. Uploading correspondences and report on the system.
• Keep track of all document’s correspondences and transaction. Maintain and update all document registers.
• Updating the Staff Organizational Chart of the Projects.
• Responsible for preparing Staff Transfer Form for the staff reallocation.
• Responsible for preparing Staff Acquisition Form for the Project/ Department Staff Requirement.
• Maintain and Updating Staff Transfer and Staff Acquisition Log.
• Monitoring Projects Daily, Weekly and Daily Report.
• Any other functions as assigned by the management.
Tasks and Responsibilities:
• Answer all incoming and outgoing telephones calls and give information to callers, take messages, or transfer calls to appropriate individuals.
• Monitor call request from customer for Servicing or Inspection of their Machines.
• Arranging daily schedules for technicians to attain good customer service at all time.
• Processing sales orders, quotation requests and enquiries for all spare parts and consumable products from customers and distributors.
• Follow up quotations to the customer to ensure that the offer was received, and they are satisfied on the prices.
• Coordinate with the Clients/Contractors for various transactions and business development.
• Provide services to customers, such as order placement and account information
• Encoding and Updating Daily Service Offer Report offers in the Worksheet to tract and to monitor the status of each offer.
• Monitor the Machine Service Due in every customer to ensure that the machine is working well.
• Inform the customer when machines need to bring in the Workshop, Received Machine and Machine Ready for Pick up.
• In charge in making and sending Original Invoice or Performa Invoice to the Client (Electronically and via courier).
• Follow up payments (payments due) and advance payment of customer;
• Updating the Outstanding list of the customer.
• Arranging delivery of spare parts to the customer.
• Coordinate with shipping company local and international for delivery of orders.
• Documentation filing and archives of Records, to makes sure every record of each customer is properly file.
• Handle and keep track of Specification Sheets in each project and make sure that all information is properly done.
• Preparing daily and weekly reports for the status of the jobs
• Compose, type, and distribute meeting notes, routine correspondence, and reports.
• Locate and attach appropriate files to incoming correspondence requiring replies
• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
• Arranging shipments Import and Export
• Responsible for making outgoing logistics/ pick-up calls to various couriers and shipping companies.
• Collecting Delivery Note and related documents from the shipping company which is required in clearing the goods in Customs
• Track and document logistics calls to ensure customer satisfaction.
• Monitors the Dispatch Date and Estimated Arrival Time of each order.
• Encoding and monitoring the shipments status of each order in the Worksheet.
• Nominating shipping companies who will carry the shipments Import or Export.
• Preparing and Submission of Declaration online in Dubai Customs Website.
• Arranging documents to be submitted in the customs for clearing of goods.
• Preparing and submission of application for Certificate of Origin online in Dubai Chamber Website
• Responsible for monitoring courier and shipping expenses.
• Makes sure that quality assurance and quality checks are maintained
• Updating the Shipment Arrival Monitoring, Inventory of Machines and Service Spares
ecretary;
•Handling / screening telephone calls, reading & routing faxes letters, mail & courier to the team, fixing up MD’s appointments, meeting..
•Monitor the MD daily calendar, activities and schedule his daily works (agenda, minutes of meeting, reports, correspondence, follow up...)
•Arrange meetings, conferences, travel bookings and looking after the calendar.
•Schedule and confirm appointments for clients, customers, or supervisors.
•Prepare quotes, invoices and proposals
•In charge in making and sending Invoice to the Client (Electronically and via courier) and follow-ups
•Coordinate with shipping company local and international for delivery of orders.
•Documentation filing and archives of Records.
•Preparing daily and weekly reports for the status of the jobs to the Managing Director.
Office Administrator:
• Day to Day office administrative work
• Handle Management Archive System A-Z.
• Develop and maintain all computer and paper-based office and administrative systems, including - petty cash; incoming and outgoing mail; office supplies, kitchen supplies, office maintenance, transportation and the like.
•Prepare official letters, correspondence and business reports.
•Manages and controls the procurement of supplies and miscellaneous for the company.
•Assist with preparation and advertising of contract documnts
•Preparing LPO for the approved quotations from suppliers.
•Follow up and reply on emails; prepare and mail checks.
•Responsible in monitoring, preparation and handling cash and check payments for daily bank deposits.
•Responsible in replenishing/disbursing Petty Cash Fund.
•Responsible in monitoring/preparation/and making schedules of monthly Payables of the Company
•Manage the filing, storage and security of documents
•Posting accounting entries invoices in TALLY using ERP9.0
•Collect and disburse funds from cash accounts, and keep records of collections and disbursements.
•Ensure that each customer receives outstanding service by providing a friendly environment, which includes greeting and acknowledging every customer. Maintaining solid product knowledge and all other aspects of customer service.
•preparing order’s request to the warehouse.
•Mange daily reports of received items from warehouse.
•Maintain an awareness of all promotions and advertisements.
•Assist in floor moves, merchandising, display maintenance, and housekeeping
•Assist in processing and replenishing merchandise and monitoring floor stock.
•Aid customers in locating merchandise.
•Communicate customer requests to management.
•Assist in completing price changes within the department.
•Participate in year-end inventory and cycle counts.
•Assist in ringing up sales at registers and/or bagging merchandise.
•Any other tasks as assigned from time to time by any manager.
•Meet or exceeds established monthly target sales quota.
•Identifies market potential by qualifying accounts
•Initiates sales process by prospecting, scheduling appointments, making initial presentation, understanding business needs, developing proposals, closing sales.
•Closes sales by building rapport with potential clients, expounding on the benefits of Philcopy’s solutions and service capabilities; overcoming objections, etc.
•Expands sales in existing accounts by introducing additional solutions and services;
•Contributes information to market strategy by monitoring competitive products and reactions from clients.
•Recommends new solutions and services by evaluating current solutions, identifying needs to be filled.
•Responsible for keeping commitments in a timely manner and resolving issues promptly for customer satisfaction and providing high quality service in representing Philcopy.
•Telemarketing services to potential clients and assist in coordination and implementation of telemarketing activities by contracting companies.
•Visit potential clients and explain company services.
•Observe trainers to become familiar with each personality to provide adequate discussion with and feedback to clients.
•Work with marketing to develop new leave-behind product(s), newsletter, advertising materials, etc.
•Handle all incoming and outgoing telephone calls; attend customer’s/client’s enquiries.
•Respond promptly to customer inquiries and handle and resolve customer complaints
•Obtain and evaluate all relevant information to handle inquiries and complaints
•Perform customer verifications, process orders, forms, applications and requests
•Arrange and schedule customer’s request for services.
•direct requests and unresolved issues to the designated resource
•Manage customers' accounts and keep records of customer interactions and transactions.
•Record details of inquiries, comments and complaints and keeping record the details of actions taken.
•Follow up on customer interactions.
•Cold calling, advertising and telemarketing about company services.
•Key operator for photocopiers, fax machines and computer.
•Maintain and expand the organization’s business relationships with existing corporate accounts.