Executive Assistant to General Manager
Abdulla Al Rostamani Properties LLC
Total years of experience :11 years, 4 Months
Working closely with the GM to provide administrative and secretarial support.
Liaising and providing support with four departments in the company ie Finance & Admin Dept./
Leasing & Property Management Dept./ Project Dept. and Facilities Management Dept.
Monitoring and following-up on the project deliverables with all departments.
Maintain the General Manager’s calendar and schedule; help GM to make the best use of her
time.
Draft and send correspondence on behalf of the GM. Write letters of various types including
emails (internal and external to the organization).
Contribute in the establishment and implementation of HR policies, including reviewing
applications, submissions ahead for GM approval to ensure that they are in line with the company
policies.
Supervise and coordinate activities of staffs; including leave coordination ensuring that there is
adequate cover in the office at all times.
Devise and maintain office systems to deal efficiently with energy management.
Ensure via the creation, modification and /or authoring where necessary of SOP’s, the efficient
management of processes within the organization.
Organize and store paperwork, documents and computer based information including DMS.
Executive Secretary to CEO and Chairman/ Office Administrator
Directly reporting to the CEO and Chairman
Act as a liaison and maintain open lines of communication among management
and administrative staff.
Oversee the scheduling of meetings, travel arrangements, personal events and
conference calls with all businesses. Ensuring the CEO/ Chairman is well prepared for meetings.
Meeting management: creating and distributing agendas, doing follow-ups, and
keeping safe custody of corporate documents and reports
Monitoring and following-up on the project deliverables with all departments.
Travel reservations including worldwide flights, car service, dinner reservation
and vacations.
Update, organize and maintain diaries and making appointments.
Develop systems for tracking information, projects and pending issues for various
meetings involving the Director of Operations.
Organizing and storing paperwork, documents and computer-based information.
Handle routine or emergency situations in the absence of the department head or
other supervisors as required.
Maintain employee files, preparing staff Annual leave and monitoring attendance.
Process medical and car Insurance.
Generate routine correspondence, preparing letters, forms, reports and other documents.
Screening phone calls, enquiries and requests, and handling them when appropriate.
Responsible for monitoring, ordering & storing of office/kitchen supplies. Keeping office organized.
Implementing and maintaining procedures or administrative systems.
Liaising with suppliers for advertisement materials, courier, mails and shipments.
Coordinating with fit-out Contractors, building maintenance staff and service vendors.
Maintaining office schedules and coordinating with the driver.
Sourcing candidates, interview schedule, CV files and monitoring time sheets.
Coordinating with PRO for visa related issues.
Running errands and performing miscellaneous job-related duties as assigned.
Attend to and follow-up on customers’ enquiries and requests.
Respond to Request for Quotation (RFQ) and initiate coordination with Inventory Warehouse, Airfreight and Sea freight Departments.
Monitor delivery schedules and coordinate with Inventory Warehouse, Airfreight and Sea freight Departments to ensure on-time delivery.
Ensure timely and accurate invoicing.
Respond to claims and ensure timely execution.
Carry out service failure investigation/complaint and ensure corrective and preventive actions are in place.
Gather regular quantitative and qualitative feedback for continuous improvement.
Responsible for supervising the packing of purchased products into tractor trailers and ensuring prompt delivery of merchandise to customer locations.
Coordinates inventory of stock and insures product adjustments are properly applied.
Receives, sorts, logs, and distributes all incoming shipments. Identifies, locates, obtains and arranges for shipment of requested replacement parts.
Arranges warehousing and transportation of products to customers.
May investigate and respond to inquiries regarding distribution and shipping
Fulfill any other tasks as and when assigned by the superior.
Directly reporting to the General Manager.
Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
Prepare agendas and make arrangements for committee, board, and other meetings.
Make travel arrangements for executives.
Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
Serve as the receiver of important mail, documents and ordered items delivered to the organization’s address.
Preparing bank deposits, Handling Petty Cash and Expenses report
Handling Employees files.
Coordinating with Accounts department regarding customer accounts receivables.
Handling/ checking delivery schedule for customer’s order. Maintain an effective medium of communication and close collaboration among the workers in the organization.
Always ready to assist different departments for their needs.
Responsible in handling customers LPO and receiving payments.
Attending customer queries and handles Quotations for customer pricing reference.
Coordinating with Supplier and responsible for stock order.
Acting as a sales coordinator between Sales Manager and Sales Team.
Attracts potential customers by answering product and service questions; suggesting information about other products and services.
Opens customer accounts by recording account information.
Maintains customer records by updating account information.
Resolves product or service problems by clarifying the customer's complaint; determining the cause of the problem; selecting and explaining the best solution to solve the problem; expediting correction or adjustment; following up to ensure resolution.
Maintains financial accounts by processing customer adjustments.
Recommends potential products or services to management by collecting customer information and analyzing customer needs.
Prepares product or service reports by collecting and analyzing customer information.
Contributes to team effort by accomplishing related results as needed.
Directly reporting to the Manager.
Monitoring daily sales report.
Responsible in handling the daily calendar for the Immediate Supervisor.
Handling customers LPO’s, credit invoices and receiving payments.
Servicing customers in the credit and accounts department.
Responsible of updating the file of the employee & preparing required documents for the new employee such as visa management.
Preparing bank deposits, Handling Petty Cash, Travel arrangement & Hotel reservation.
Handling reimbursement/ liquidation checking for the field employees.
Always ready to assist different departments for their needs.
Organizing meeting for my immediate superior and organizing seminar for the employee.
Coordinating with the sales team.
Experienced with accounting information system, environments, accounts receivable and accounts payable. (Peachtree; Quickbooks and Tally)
Handling fax and receiving fax/ emails.