Executive Assistant To The CEO
Petromin Corporation
Total years of experience :11 years, 3 Months
Administrative & Secretarial
• Performs clerical duties, including, but not limited to, mailing and filing correspondence, screening calls, taking and relaying messages, providing necessary information, and maintaining contact list
• Coordinate and schedule appointments and meetings, and managing refreshments
• Reminding the manager/executive of important tasks and deadlines
• Interacts with other directors when necessary
• Coordinate with other departments to ensure compliance
• Implementing and maintaining procedures/administrative systems
• Support and process approval requests of colleagues such as business trips, claims, and leaves
• Resolve office-related malfunctions or issues
• Monitor and manage inventory of office supplies and ensuring sufficient supplies of stocks
• Photocopies, scans, and edit documents for accuracy
• Maintains accurate records and files appropriate documents
• Signs for delivered packages and distributes them to the appropriate recipient
• Updates job knowledge by participating in educational opportunities and trainings offered by the company
Accounting
• Management of daily journal entries and petty cash transactions
• Controlling credit and ensuring debtors pay on time
• Reconciliation of direct debits and finance accounts
• Ensuring all payments amounts & records are accurate
• Records daily transactions with the supplier for air tickets, hotel bookings, and car rentals
• Reconcile monthly statements with the suppliers
• Scanning all accounting documents and uploading to our company global drive
• Assisting qualified Accountants with audits
Purchasing
• Responds to customer’s request and inquiries regarding spare parts
• Coordinate with the supplier according to customers’ requirements
• Prepares quotation for the customer using the required profit margin
• Placing orders and monitor the shipments arrival due date.
Administrative
• Assisting with the processing of iqama, exit re-entry visa for employees, initiating Invitation Letters, and assisting with other government related issues
• Processing Medical Insurances of employees
• Ordering and restocking office and kitchen supplies
• Provides office services support for administrators by inputting data; proofreading documents; gathering information; preparing reports; maintaining files
• Keeps information confidential by following the employee confidentiality policy
Secretarial
• Preparing and processing correspondence
• Responding to incoming emails, telephone calls, screening calls, taking and relaying messages and providing information
• Scheduling appointments and meeting for the higher management
Travel Coordinator
• Support employees travel reservations
• Research on optimal travel alternatives
• Ensure to confirm availability plus convey tentative itinerary to respective traveler for approval
• Confirm reservations, distributes tickets along with confirmations to traveler
• Confirm reservations with the hotel and car rental companies according to our corporate agreement
• Identify most suitable as well as best quality service
• Perform with Travel Agency to verify travel details and arrange reservations using existing flight schedules as well as Internet resources.
Accounting
• Checks and records all receipts pertaining to expenses disbursed from Petty Cash Fund. Ensure that the petty cash custodian liquidates the petty cash fund on a timely manner.
• Records payroll and accruals every month.
• Records all inter-company transactions and prepares timely reconciliation of due to / due from accounts.
• Prepares bank reconciliation for bank accounts for YFZ Elevators.
• Records all transactions related to YFZ Elevators.
• Reviews the general and subsidiary ledger balances to ensure that there are no incorrect or abnormal balances.
• Ensure that all transactions are recorded accurately and in timely manner.
Sales and collection
• Maintains and updates raw materials costing for purposes of preparing sales quotations.
• Prepares sales quotations for prospective clients' request for elevator assembly and maintenance projects. Sales quotations generate standard pricing for YFZ Elevator projects.
• Checks the clients' contracts to ensure that the contract price is in accordance with standard pricing and terms of payment prescribed by management.
• Reports any deviation from standard pricing on any projects and ensures that President approves any deviation on standard pricing.
• Monitors clients' due dates as per terms of payment in the contract.
• Prepares billing statement as per term of payment and instructs the collection officer to collect all dues from customers.
• Reports to the management all instances of unpaid dues on the inability of the client to pay and/or lack of follow-up of the collection officer.
Purchasing
• Instructs the secretary to prepare Import Purchase Order (IPO) based on the project demand. Reference is made on emerging contracts signed by clients.
• Ensure that clients paid the required down payment as per term of payment in the contract before creating the IPO.
• Instructs the secretary to prepare correspondences with foreign suppliers on matters pertaining to ordering, shipment, charges and all related issues with the foreign suppliers.
• Arrange and prepares bank transfer advice for payment of IPO.
• Monitors payment due dates for outstanding IPOs and prepare bank transfer advice to pay the foreign suppliers in accordance with IPOs due dates.
• Monitors the shipment arrival due dates and instructs the secretary to coordinate with the customs brokerage to release the shipment without delay.
• Instructs the secretary to obtain all billings from the customs brokerage on timely manner to avoid delay in the release of incoming shipments. Ensures that the secretary prepares payment voucher to customs brokerage without delay.
• Obtain all import documents and prepare all the accounting journal entries related to the importation.
Inventory Management
• Follow-up with Warehouse Supervisor the issuance of Receiving Report on all incoming shipments.
• Checks the items in the Receiving Report (RR) and match with items with the IPO. Investigate any difference between RR and IPO. Find out if the discrepancy in the result of suppliers' mistakes of Warehouse mistakes and demand correction from either of the two.
• Follow-up with Warehouse Supervisor the issuance of Materials Issuance Sheet (MIS) on all raw materials issued to the clients' projects.
• Ensures that the MIS are signed by the client to acknowledge the receipt of the raw materials from the Warehouse. MIS should indicate the name of the client's representative who received the raw materials, position, mobile number, and date and time of receipt. This serves as the proof of receipt. Reject any MIS that lacks the proof of receipt.
• Records all inventory transactions supported by RR and MIS in the Stock System.
• Require the Warehouse to conduct end-of-month physical count and compare the result of the count with the inventory items per Stock System and investigate any differences.
Project Management
• Records all costs related to each project on a timely manner.
• Supply management with weekly cost tracking report to ensure that the costs are within targets. The report shows comparison of target vs. actual costs.
• Review the Production Planning Sheet prepared by the Production Team and ensures that materials are available for the planned issuance during the month as per production target.
• Ensure that the Production Planning Sheets are accurate and reflects the actual technicians' assignment and project performance. Ensure that there are no abnormalities in the said report.
• Handle and answer all email correspondences from tie up customer service representative in terms of hotel reservation and quotation requests
• Calls and coordinate with Hotel Representative for booking reservation/or cancellation.
• Provide invoices from booked reservation to customer service representative counterpart as they are the once directly dealing with the customers.