Melanie Marron

System used: eBuy, Lotus Notes, SAP Glinks
• Raise SAT in Lotus Notes for creation of Purchase Orders for the vendor/supplier supporting KSA, EGYPT and DUBAI site
• Approval of Invoices in SAP GLinks to process payment to the supplier
• Raising eBuy request to purchase goods and services for Cairo Monorail project.
• Selection of the correct community and vendor code as stated in SATs
• Reconciliation with accounts payable to make sure that the suppliers and vendors are being paid on time and balance of PO can still cover the ongoing services/purchases
• Managing the office assistant
• Respond and follow through to requests for information and communicate with all levels of management with minimal supervision
• HR support - coordinating with the candidate and HRBP for the interviews, assists in NOC and invitation letter for visa applications.
• Provide full administrative support including internal memos, outside correspondence, creating and maintaining filing systems, copying, faxing, distribution, following-up on projects, mailings
• Managing the calendar, travel expenses, flight bookings, hotel reservations of VP and GM
• Handling petty cash and managing the office expenses
• Office Administrator - coordination with building maintenance, office parking fees, office rent, DEWA, DU, Empower, DHL and other office supplier

Managing the calendars of VP, Directors and Managers of Bahrain and Dubai Team
• Assisting the Team in Travel Arrangements - Coordinating with Travel agent for ticket issuance
• Coordinating with the Hotel and Transport company for booking
• Providing assistance for Visa processing (Saudi, Egypt, Kuwait Visa, Oman, Qatar etc)
• Assisting the team in submission of BTA (Business travel allowance) to the system
• Assisting the team in Travel Expenses Reimbursement, BEC (Business Expense Claim)
• Taking care of the Invoices of Bahrain Office. Coordinating the payment to Finance department.
• DHL incoming and outgoing couriers

RECEPTION & ADMINISTRATION
• Receive guests and lead them to the meeting rooms
• Answer queries about/for the company at the reception (telephone, walk-in and Email)
• Organize & set-up video conference calls/meetings through (Blue Jeans, Zoom, Intercall
• Request for IMPORT and EXPORT for local and international suppliers
• Prepare Expense Reports for the Director via Concur
• Supervise the Office Assistant
• Keep track of the employees’ leave credits and balances
• Order IT equipment through Disney IT Hub
• Coordinate with the Company’s vendors for office maintenance services and office supplies
• Filing of office documentation (Forms, Invoices, Purchase Orders, etc)
• Process medical claims if needed
• Process KSA Business travel visa for employees’
• Small conference booking/ event bookings and arranging transport for Executive visitors
• All Secretarial and Admin Support needed by Office Management Executives

• TRIS Recruitment Software - candidate management system
- Uploading Business terms
- Adding Clients and Contacts to the system
- Uploading CV to TRIS
- Posting Job and tagging CV to the job
- CV Formatting
• Greet visitors, candidates and clients in a professional and cheerful manner
• Screen and direct telephone calls
• Manage all inquiries professionally and timely
• Provide general administrative support including filing, faxing and photocopying
• Manage mails and couriers
• Handling Petty cash and balancing
• Coordinates with Cleaners and other suppliers for office maintenance
• Coordinate conference room bookings and appointments
• Maintain and order stationary and kitchen supplies
• Maintain data integrity and confidentiality
• Sales Pipeline Report
• Activity Report

CLIENT NAMES : Mohammed Bin Rashid University
: Munich Re Underwriting Agents (DIFC)
: Kellogg Company of Great Britain
: Digiphoto Entertainment Imaging
RECEPTIONIST / ADMIN / HR ASSISTANT / SECRETARY
• Meet and greet visitors at the main reception, making them comfortable while waiting, monitoring logbook; issuing visitor badges
• Answers incoming telephone calls, determines purpose of calls, and forward calls to appropriate personnel or department
• Send and Receive documents or parcels from the courier and distribute them to the consignee
• Order and allocate monthly stocks of stationary and pantry supplies in the office
• Coordinate and supervise the daily tasks of the cleaner and report for any issues.
• Communicate with the building maintenance to report any air conditioning, furniture and fixtures, plumbing issues and have it fixed.
• Keep and maintain that the office is well cleaned and organize, escalate any issues in the office
• Arranging conference rooms and equipment for meetings
• Manages the schedule of the Leadership team / Directors on a day-to-day basis, including but not limited to meetings, conferences, and travel arrangements.
• Booking ticket, hotels and other necessary reservation for the Directors and other official staff.
• Scout and arrange for events place, restaurants for dinner arrangements for team and company’s guests.
• Prepare and coordinate documents required for the renewal of passports, emirates ID, residence visas and business travel visa.
• Updates personal file of employees
• Assist issuance of building access cards, finger prints to door access and create business cards to new joiners.
• Participate in HR System Migration as data encoder
• Prepares LPO for payment of the suppliers

Multitasking Job in a Business Center Set-up:
• ADMINISTRATIVE ASSISTANT - Prepares operational reports. Filing and sorting of documents. Screen calls; make travel arrangement and other ad hoc duties requested by the Manager. Recorded, transcribed and distributed minutes of the meeting. Administer group of 6 persons to ensure that the business center operations runs smoothly.
• SALES AND MARKETING SPECIALIST - Handles sales function, under telecom products. Ensures that monthly quota in being met. Presents to the customer new products and services that may fit to their needs. Visits different offices, organizational groups and events to market company’s products and services.
• RECEPTIONIST/FRONTLINE - Acts as first point of contact for all inquiries, complains and after-sales request. Update CRM system with accurate contacts information and customer’s accounts details. Build and maintain strong customer relationship through emails, e-newsletter and telephone calls. Ensure maximum customer satisfaction.
• BASIC ACCOUNTING - Handles bills payment, sales payment and after-sales processing fee payment. Handles petty cash fund and operational revolving funds. Balancing end of day collection and preparing end of day balancing report. Knowledgeable in handling cash, cheque, credit card and debit card transactions

Multitasking function - Customer Care Officer
• Handles frontline function - greets customers warmly and ensure maximum customer satisfaction in every visit.
• Attends to customer’s inquiries, complaints and after sales requests via face to face, phone and email
• Handles sales functions - ensures that customer is being presented with products and services according to their needs and preference. Ensures that quota is being met or even exceeds monthly target.
• Basic accounting function - handles bills, sales and aftersales payment through cash, cheque, credit card and debit cards, balancing end of day collections and making end of day balance report.
• Handles clerical work such as preparing minutes of the meeting, data encoding via CRM, filing and sorting, ensures that the shop is in good shape and well groomed.