Administration assistant
HERTZ
مجموع سنوات الخبرة :7 years, 8 أشهر
HERTZ Administration Assistant
Umm Ramool Dubai
08 January 2012 - 09 September 2013
Lease Department Administration Assistant
• Sending out the Daily Fleet Report to the management.
• Preparing weekly and monthly reports for the team and management.
• Closing agreements once documents received.
• Uploading documents for Dubai Police records.
• Scanning documents.
• Making Oman Insurance.
• Updating main and additional drivers in the system.
• Support and Provide superior customer services via phone and email.
• Taking approvals of the Lease Purchase Proposal from the management.
• Provide support to the sales team.
• Performing administrative duties involved in day to day operations.
Collection Department Collection Executive/Administration Assistant
• To achieve the monthly cash-collection targets set for your specific section of accounts.
• Ensure that appropriate telephone contact is made at the earliest possible stage on overdue debts, in accordance with the Credit Control timetable
• Answer queries and enquiries from customers within your section of accounts
• Ensure that payments are correctly allocated, to the appropriate account and against the appropriate invoices
• Check reminder letters for 100% accuracy and appropriateness before sending
• Highlight suspension of credit facilities to management in accordance with Credit Policy
• Be aware of duties performed by other team members to enable adequate cover to be provided at all times of holiday/absence
• Prepare monthly bank reconciliation statements & submit the same to management
• Prepare fund flow forecast on weekly/monthly basis
• Prepare balance sheet cash flow statements on monthly basis
• Prepare SOA/copy invoices for debtors on monthly basis
• Reconcile advance payment accounts in Balance Sheet for debtor
Branch Receivable Department Collection Executive/Administration Assistant
• Run the report every 10th of the month (unpaid invoices per branch).
• Update the collections every Sunday (per week).
• Sending emails to customers with post rental invoices.
• Sending SMS to customers without email address.
• Interact with customers to provide more information in response to issues.
• Handles and resolve customer’s complaints.
• Record details of comments and complaint, through proper documentation.
• Responding emails & answering phone calls.
• Ensure to reach the target of the branch receivables to avoid due back.
• To maintain the monthly target.
• Communicate and coordinate with internal departments.
• Charging of Salik, Traffic Fines and damages of closed rentals.
• Tracking all the charges.
ADMININSTRATIVE DUTIES
• Entering stock items in the system and allocating them to their respective
jobs.
• Monthly stock take and reconciliation of stock.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Compose, type, and distribute meeting notes, routine correspondence, and reports.
• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Mail newsletters, promotional material, and other information.
• Maintain scheduling and event calendars.
• Make copies of correspondence and other printed material.
• Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
• Maintain document control registers / documents for incoming and outgoing
• Opening the mail & distributing it accordingly.
• Order and dispense supplies.
• Prepare and mail checks.
• Operate office equipment such as fax machines, copiers, and phone systems etc.
• Registering of internal and external documents.
• Booking vehicles repairs and service appointments when needed
STOCK CONTROL DUTIES
• Processing purchase orders.
• Receiving Deliveries.
• Reconciling Delivery notes with purchase orders.
• Recording serial numbers where applicable.
• Organising stock on shelves and buckets.
• Place stock in designated areas for ongoing projects.
• Monthly stock take and reconciliation of stock.
• Testing returns and repair equipment.
• Arranging repairs and returns with manufacturers and suppliers.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Arrange conferences, meetings, and travel reservations for office personnel.
• Compose, type, and distribute meeting notes, routine correspondence, and reports.
• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Maintain scheduling and event calendars.
• Make copies of correspondence and other printed material.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Conduct searches to find needed information, using such sources as the Internet.
• Order and dispense supplies.
• Prepare and mail checks.
• Operate office equipment such as fax machines, copiers, and phone systems etc.
• Registering of internal and external documents.
• Maintain document control registers / documents for incoming and outgoing project documents.
• Ensure that the latest revision and approval status of drawings is kept updated continuously.
• Ensure all hard and electronic copy distribution of controlled documents to focal point.
• Maintain documents for transmittal process for project documents.
• Follow procedures and update document control procedures when necessary
• Manage the electronic and hard copy filing of project related technical documentation.
• Scanning, creation of CD’s and files manipulation.
• Assure document quality to include completeness, accuracy and compliance with established procedures and updates.
• Filing and archiving of documentation to facilitate easy retrieval at a later date.
• Sending of Drawing Transmittals and Submittals.
• Ensuring that drawing transmittals are acknowledged in case there is a dispute on whether the drawings were transmitted. • Archiving data for historical purposes.
• Responsible for registration of participants in the entrance hall.
• Sending emails to the email list reminding all of the event time, place, any special instruction, giving details in the registration procedure and requirements and forward forms.
• Acts as a call center agent reminding the exhibitor to submit the order forms.
• Receive the order forms and take action.
• Sorting the order forms, prepare letter and distribute the order form to the concern person.
• Assisting the exhibitors, contractors and visitors.
• Maintain the registration area to be responsible in handling clients in a nice and polite manner.
• Review files, records, and other documents to obtain information to respond to requests.
• Assist in preparing souvenir materials.
• Maintain and update filing, mailing, and database systems, either manually or using a computer.
• Compile, copy, sort, and file records of office activities, business transactions, and other activities
• Communicate with the participants and other individuals to answer questions, disseminate or explain information, take orders and address complaints.
• Assisting all the IDEX Staff.
• Giving instruction in the registration area for the updates.
• Printing and distribution of badges.
• Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers.
• Responsible for registration of participants in the entrance hall, receive payments and issue conference access.
• Responsible for registering exhibition visitors
• Assists in preparation of all souvenirs and exhibition hall prior to the event
• Responsible for printing and distribution of badges.
• Acts as usherette and assist visitors on media matters.
• Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, take orders and address complaints.
• Answer telephones, direct calls and take messages.
• Compile, copy, sort, and file records of office activities, business transactions, and other activities.
• Complete and mail bills, contracts, policies, invoices, or checks.
• Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers.
• Compute, record, and proofread data and other information, such as records or reports.
• Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer.
• Open, sort and route incoming mail, answer correspondence, and prepare outgoing mail.
• Review files, records, and other documents to obtain information to respond to requests
• Answers telephone and give information to callers, take messages, or transfer calls to appropriate individuals.
• Compose, type, and distribute meeting notes, routine correspondence, and reports.
• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
• Locate and attach appropriate files to incoming correspondence requiring replies
• Mail newsletters, promotional materials, and other information.
• Maintain scheduling and event calendars.
• Make copies of correspondence and other printed materials.
• Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Set up and maintain paper and electronic filing systems for records. Correspondence, and other material.
• Take dictation and transcribe information.
• Conduct searches to find needed information, using such sources as the Internet.
• Learn to operate new office technologies as they are developed and implemented.
• Order and dispense supplies.
• Prepare and check mails.
• Review work done, check to correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
• Operate office equipment such as fax machines, copiers, and phone systems, and use computer for spreadsheet, word processing, database management, and other applications