Executive Secretary
Drake & Scull International PJSC
Total years of experience :20 years, 7 Months
Assists the Chief Commercial Officer, Regional Commercial Manager and Contract and Claims Manager.
Perform secretarial duties such as answering calls and routing calls to appropriate personnel, take and relay messages to concerned personnel.
Performs general administrative works such as processing of time cards, request forms, leaves, travel documents and maintains an efficient filing system both electronic and hardcopy.
Draft and prepare internal and external correspondences which includes letters, emails and memorandums.
Handles and responds to incoming mails, receiving and stamping documents for Manager’s approval.
Coordinate arrangement of manager’s travels ensuring ticket, hotel and transportation are booked and confirmed.
Interact and liaise with Directors, Senior Managers, Managers, Executive and staff on Project related information, letters, reports and documents.
Collect and compile project’s monthly reports for Chief Commercial Officer / Regional Commercial Manager’s review and approval.
Taking and preparing minutes of the meeting.
Consolidate report and prepare presentation related to monthly project’s review for Dubai, Jordan and Algeria Projects. Monthly submission of reports and presentation.
Obtain Manager’s signature on all Commercial Contracts, Sub-contract Agreements, and other Agreements received or prepared ensuring necessary pages have been stamped, initiated and signed prior to distributing final copies to concerned Directors, Managers and departments.
Receive, verify and obtain signature of Commercial Manager on all subcontract payment certificates and uplifts ensuring its accuracy and supporting documents are attached.
Liaise with Site in-charge, Procurement, or Finance on verification of payment application, payment certificate, subcontract payment certificates and budget uplifts.
Collect and compile payment application and payment certificates on a monthly basis; liaise with Accounts and Quantity Surveyors on the payments received.
Assist in review/comparison of draft Subcontract Agreements and tabulation of comments on Tenders received from Estimation Team.
Coordinate with HR on recruitment of Commercial staff, arrange interview schedule with candidates who will be interviewed by Commercial Manager.
Functions as Secretary and Accounts Assistant
Perform secretarial duties such as answering calls and routing calls to appropriate personnel, take and relay messages, email checking and responding.
Setup appointments with customers and suppliers.
Draft and prepare correspondence.
File and maintain confidential records.
Book tickets and hotels for Managers as well as for employees.
Coordinate with staff on other branches and sister concerns.
Handling and writing cheques.
Perform bank transactions such as cash and cheque deposits/withdrawals.
Prepare Quotations, Sales Invoice, Sales and Purchase Orders.
Prepare and issue Receipt and Payment Vouchers.
Update Peachtree system for Global Technology Supply and Sindbad Stores (sister concern)
Research Suppliers of equipments/goods for the Store.
Coordinates with Store Suppliers for orders, payments, equipment maintenance.
Functions as Logistics Assistant
Good knowledge on Mirsal II and online DP payments.
Perform necessary transactions on Dubai Trade online to clear shipments and enable transporting containers to Warehouse.
Ensure all shipping documents from International Supplier are accurate and complete.
Prepare Invoice and Packing List.
Sending required documents to Consignee/Customers.
Coordinate with Airline and Freight companies on rates and shipping of goods.
Preparing and sending Transfer Documents of Shipment for Local or International Shipping.
Receive and entertains walk-in applicants and telephone inquiries related to job openings.
Extend guidance to applicants on job application by relaying to them the qualifications and requirements of a specific job.
Daily screening of applicants’ Resumes/CVs sent through multiple emails of the company.
Maintaining company emails by replying on applicants inquiries and segregation of CVs in accordance to applicant’s job qualifications.
Daily encoding, maintenance and updating of computerized database of all applicants’ information.
Call, SMS and email invitation or guidelines to qualified candidates lined up for interview.
Updates successful candidates whenever necessary.
Assists on examination, orientation and interview of applicants with International employers.
Daily research and encoding of details and information of target foreign employers sent directly to the Project Officer for contact.
Maintains and prepares weekly job report.
Functions as Receptionist/Secretary cum Telemarketer performing general office duties for Global Displays.
Provides customers with service information.
Manage flight bookings for employees and senior staff, hotel/restaurant reservations for GM/CEO and guests.
Daily cold calling and lead generation while marketing company services.
Market services to present and prospective clients as well as conducts follow-up of leads through means of telemarketing and email.
Compiles, maintains and updates lists of prospective clients for use as sales leads based on information on the Internet and Exhibition catalogues.
Conducts research of contact information of prospective clients through means of Internet.
Maintains and develop computerized customer and prospect database.
Handles sales and telemarketing with prospective and existing clients both local and international.
Maintains weekly telemarketing report.
Assists visitors and determines nature of business.
Functions as Admin Coordinator cum Customer Support for Global Move.
Compose business correspondence and documents.
Organize, arrange and coordinate meetings with clients, conferences and travel arrangements.
Devising and maintaining files and forms.
Preparing and updating Income reports of the company.
Receives incoming telephone calls, determines purpose of caller and forward calls to appropriate personnel or department.
Responsible for daily encoding of collect and prepaid charges.
Monthly preparation and distribution of statement of account for domestic billing of branches.
Monitors daily Japanese newspaper and magazine distribution to customers.
Prepares monthly report of newspaper distribution from hotels.
Daily scanning of incoming and outgoing documents and packages.
Encoding and filing proof of deliveries.
Entertains inquiries from clients.
Telemarketing and updating records of corporate clients and resellers
Maintains and develop computerized customer and prospect database
Handles corporate accounts
Responds to and conducts follow-up sales enquiries through means of telephone and email
Maintains and develops existing and prospective clients.
Sells and take orders of computer hardware devices and software packages
Filing forms of corporate clients
Prepares and encodes sales invoices and deliveries of ordered materials to clients
Extends sales and basic technical support to walk-in and customers query through
telephone, emails, or chat
Monthly inventory of products
Attend trainings to develop relevant knowledge and skills
Monitors and assigns computer technicians in checking and troubleshooting defective units
Extends basic technical support to employees through phone
Entertains and accepts job order requests from other departments and sister companies
Requesting hardware components as replacement for defective parts
Coordinates with employees and sister concerns the status of materials and units requested for repair.
Stores and maintains necessary hardware materials, tools and equipments used for troubleshooting and testing, including software installers and drivers
Filing, recording job orders requested and preparing daily and weekly reports.
Member of Organization of Sebastinian Student Assistants, a scholarship program. Group Member, 2nd Place, Outstanding Software Project, school year 2000-2001 Passed the Career Service Professional Eligibility with the average of 81.08