Office Administrator
Cleveland Clinic Abu Dhabi
Total years of experience :8 years, 2 Months
• Reporting directly to the Director of Patient Financial Services.
• Maintain schedules and calendars of the Director.
• Organize and coordinate meetings with other department.
• Develops and maintains departmental files, documents, data files and confidential information.
• Answers incoming telephone calls and refers to appropriate department personnel for proper handling.
• Maintain, monitor & procure office stationery supplies using Lawson system.
• Liaise with supply chain for P.O approval.
• Process all IT request and liaise with IT dept. for implementation.
• Facilitate internal events within department and prepare necessary materials.
• Contributes to team effort by accomplishing related results as needed.
• Performs miscellaneous job-related duties as required.
Other tasks performed:
• Processes patient refunds using EPIC software.
• Assisting Revenue Cycle Management Training (Charge Review, Revenue Integrity, Revenue Recovery and Billing) for newly joined employee.
• Check emails and respond to all inquiries.
• Review all inquiries related to security products and prepare proposal.
• Coordinate with Regional Sales Manager for pricing review before sending the quotes to the client.
• Monitor the submitted quotes and follow up updates every end of the month for Monthly Sales report.
• Handling after sales of both security and doors department. Respond to spare parts inquiries and send proposals accordingly.
• Prepare pre-qualification documents related to vendor registration for government and private organizations and other marketing purposes.
• Organize technical submittals in line with the client’s & project’s requirements.
• Maintain & update list of customer records.
• Prepare Purchase order to Holland & US factory, take note of the shipping date for delivery and relay to the client.
• Coordinate with Accounts department for payment issues prior to delivery of every product.
• Reporting directly to Regional Sales Manager.
• In absence of the Regional Sales Manager, reporting directly to Managing Director for Sales updates.
Logistic Coordinator
Job Responsibilities:
• Coordinate with nominated freight forwarder regarding the collection of every shipment from US & Holland factory.
• Liaise with the factory the shipping documents (commercial invoice, packing list & certificate of origin) required for custom clearance.
• Coordinate with the customer the delivery schedule and ensure that the materials are safely delivered in a timely manner.
• Prepare the delivery note and other necessary documents for dispatching the materials.
• Maintain records of the orders, delivery and stocks in the warehouse.
• Involve in planning and organizing the warehouse operations.
• Prepare local shipping documents (commercial invoice, packing list & COO) for re exporting of product around Middle East.
JOB RESPONSIBILITIES:
• Reporting directly to the General Manager.
• Maintain and organize supervisor’s diary / schedules, prioritize his tasks and render assistance to ensure effective time management.
• Take dictation, draft correspondences from brief notes or verbal instructions, proof read all documents and dispatch to the concerned.
• Process incoming and outgoing mail, includes sorting, date stamping and attaching references, and sends/ receives email or facsimile messages.
• Receives and answers telephone calls, take down / relay messages and answer routine queries,
• Maintain computerized track of all incoming and outgoing correspondences, monitor and follow up with concerned employees on the progress of activities to provide up to date status.
• Prepares all documentation for the projects (correspondence, submittals etc.)
• Prepares RFQ for the supplier for the materials requested by site ( especially office supplies)
• Prepares RFQ for subcontractor for the tender and follow up with them the quotation for tender pricing purposes (segregate the corresponding drawing to be distributed to the subcontractor).
• Prepares all documentation in tender submittal (finalizing BOQ, make cover letter and other required documents stated in tender invitation) prior to submission.
• Follow up the tender result for all the tender submittals and prepares a monthly report for the General Manager.
• Responsible in preparing pre qualification documents for vendor registration in prestigious organization specifically government establishment.
• Prepares accounts related documents for all subcontractor and client with supervision of Projects Coordinator.
• Maintain confidential and general files, and keep required stationery and supplies of office.
• Effectively follow the company’s standard operating procedures in submission of documents.
• Reporting directly to General Manager and Projects Coordinator.
• Handling clerical work of Hashim Contracting - Maintenance Dept. correspondence for the projects, submittals etc.
• Prepares tender submittals for Contracting like villas (finalizing BOQ and prepares necessary documents for submission.