Administrative Executive
Al Shafar National Contracting LLC
Total des années d'expérience :10 years, 3 Mois
• Answering and forwarding Telephone lines.
• Responding to mails.
• Receiving and providing quality services to Customers.
• Maintaining all business related documents in proper way.
• Arranging couriers.
• Scheduling appointments and making arrangements for meeting.
• Composing letters, notices and prepared reports.
• Circulating documents via post and email.
• Working on Letosys (DMS) to keep record of important data and documents.
• Handling requests for information and data.
• Providing on-site admin support to Project Managers (Served as a Document Controller to M/s Damac Properties for Majestine Hotel Apartments project, at Business Bay, Dubai).
• Sending inquiries to the suppliers and subcontractors.
• Co-coordinating with the Technical department for sending enquiries to the Subcontractors.
• Receiving quotations and making price analysis reports based on the quotations.
• Solely responsible for arranging quotations for new tenders which the company is willing to participate.
• Providing training and orientation to new admin staff.
• Raising purchase orders.
• Performing other duties as assigned.
• Handling all type of customer escalations.
• Mailed the head office and other area offices for co-ordination in the processes.
• Personally took care of escalations related to refund or replacement of the products.
• Answered to daily query / complaint mails by customers.
• Prepared daily / weekly reports for different departments as per their standard format.
• Trained and guided the Front Office staff in handling customers as per the SOP’s.
• Provided training support to newly joined team members.
• Explained guidelines to the team members as issued by the Head office. (Such as Accidental damages protection, Additional warranties etc.)
• Conducted weekly meetings to ensure my team is always working on the highest priority work and is aware of the priority. (Such as achieving TAT).
• Reviewed the pending customer escalation cases under the supervision of Area service manager (ASI).
• Communicated instructions to team members as received from the Head office. (Such as non-compliance of SOP’s, delay in resolving customer complaints etc.)
• Arranged training for technical staff for newly launched company products.
• Responsible for maintaining all necessary documents.
• Inventory controlling and maintaining inventory records.
• Assisted in year-end closing and quarterly internal audits.
• Followed up with Accounts Payable and Receivable once a week.
• Monitored the daily cash reports as received from the front office staff. Compared them with the ERP generated cash reports to find differences.
• Performed administrative and office support activities.
• Attended and answered telephone calls.
• Received, welcomed and directed visitors.
• Composed memo, letters and spreadsheet reports.
• Maintained Customer (company product dealers) database.
• Maintaining all business related documents in proper way.
• Assisted the Procurement, Sales and Accounts Departments.
• Made and raised Purchase orders as instructed by the Procurement dept.
• Prepared inquiries, quotations and accordingly made LPOs
• Followed up with Suppliers for any undelivered purchase order.
• Forwarded new customer information to the sales department for marketing purpose.
• Prepared quotations for the customers on behalf of sales department.
• Recorded sales and order information and report the same to the sales department.
• Monitor and review of outstanding invoices.
• Ensuring all supplier invoices are filed accurately and timely.
• Reconciliation of supplier statements.
• Furnishing Supplier Credit Application forms and forwarded them to the Finance Manager.
• Prepared contract Agreements for supplier.
• Followed up with Accounts receivable & payable.
• Providing notices to customers regarding payments.