Administrative Assistant / Training coordinator
HEMAYA
مجموع سنوات الخبرة :4 years, 7 أشهر
Administrative Assistant / Training coordinator
HEMAYA SECURITY SERVICES
QICSS Qatar International Center for Safety and Security
(Semi Government training center accredited by MOI)
D-ring Road Doha Qatar
March 2014 -up to present
Job responsibilities:
• Liable to all administration agenda of the training center
• Communicating with all Clients in regards to the application process, payment and until the training Rules and Guidelines.
• Preparing all the training pharapernallias, and giving support to all instructors and senior instructor before and after the course
• Reporting directly to the Administration Manager
• Preparing the Trainees Final results.
• Managing to obtain the courses, Certificates
• Preparing and sending the courses outline to all clients
• Using a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, etc., to produce correspondence and documents and maintain records, presentations, spreadsheets and databases.
• Maintains workflow by studying methods; implementing cost reductions; and developing reporting procedures.
• Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; implementing changes.
• Develops administrative staff by providing information, educational opportunities, and experiential growth opportunities.
• Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Provides information by answering questions and requests.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Completes operational requirements by scheduling and assigning administrative projects; expediting work results.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Using content management systems to maintain and update external & internal databases.
• Attending / recording meetings, and keeping notes.
• Setting up an appointment with our Business Director.
• Managing and maintaining budgets for all in-house expenses.
• Liaising with staff in other departments and with external contacts.
• Sorting and distributing incoming emails & inquiries, organizing and sending outgoing too.
• Booking travel and accommodation for some VIP clients.
• Organizing and storing paperwork, documents and computer-based information.
• Keeping up records of all the outgoing & incoming correspondences, transmittal, submittals, inspection request, internal & external memorandum, both soft copy & hard copy, and file it per projects
• Preparing weekly & month end reports.
Sales and Marketing Administration / Secretary
Al-Fereej Trading
C-ring Road Doha, Qatar
November 2013 -March 2014
Job responsibilities:
• Generate client leads, increase the number of customers, answer client queries and prepare sales documentation. A great portion of their time is spent on communicating and handling customer information.
• Using a variety of software packages, such as PeachTree, Microsoft Word, Outlook, PowerPoint, Excel, etc., to produce correspondence and documents and maintain records, presentations, spreadsheets and databases.
• Raising quotations and Sending out invoices to our clients, suppliers, etc..
• Handling customer requests
• Chasing sales quotes
• Hitting daily sales targets
• Maintaining good customer relations
• Answering customers telephone queries
• Producing reports
• Growing the business
• Maintaining client records
• Setting up an appointment with our Executive director.
Using a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, etc., to produce correspondence and documents and maintain records, presentations, spreadsheets and databases.
Devising and maintaining office systems.
Using content management systems to maintain and update external & internal databases.
Attending / recording meetings, and keeping notes.
Setting up an appointment with our Executive director.
Sending out invoices to our clients, suppliers, etc..
Managing and maintaining budgets for all in-house expenses.
Liaising with staff in other departments and with external contacts.
Ordering and maintaining stationery and equipment supplies.
Sorting and distributing incoming emails & inquiries, organizing and sending outgoing too.
Booking travel and accommodation for some VIP clients.
Organizing and storing paperwork, documents and computer-based information.
Knowledge in photocopying, printing, faxing various documents.
Keeping up records of all the outgoing & incoming correspondences, transmittal, submittals, inspection request, internal & external memorandum, both soft copy & hard copy, and file it per projects
Preparing weekly & month end reports.
Other duties may include:
Recruiting, training and supervising junior staff.
Sending tender invitations and follow ups.
Arranging both in-house and external events.
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