Administrative Assistant
Kallassi Group
Total years of experience :20 years, 5 Months
- Work as Personal Assistant for the CEO in all administrative tasks needed.
- Helps lawyer of the company in all legal issues that is needed. (updating circulars, BOD meetings, General Assemblies meetings... of all the companies for the group) and other tasks that are asked.
- Other administrative tasks (Memos, Correspondence, telephone calls, filing, archiving…etc.)
WORKED FOR A TRANSITORY PERIOD IN THIS POSITION.
- Local Burger King Orders
- Local Applebee's Orders
- Foreign Burger King Orders
- Foreign Applebee's Orders
- Insurance for all orders
- Order uniform/monitor inventory
- Check new laws/regulations & how they will affect us
- Update Foreign SKU's stock
- Monitor & amend BK & AB usage/1000
- Monitor restaurants products shelf life & update the sheet
- Monitor BK & AB warehouse products shelf life & update the sheet
- Clearance
- Update warehouse order form
- Update shipping schedule
- Update warehouse shipping schedule
- Update clearance shipping schedule
- Check the BK ABL whenever a new one is issued, spot differences & communicate with Operations Manager
- Check mails and reply to suppliers demands
- Prepare a forecast for the orders for the next several months
- Archive all purchasing files
- Follow up on reception of orders
- Check up on all trucks and containers upon arrival (temperature and status of the cartons)
- Keep track of the inventory
- Inspect all invoices and receiving reports to determine if quantity ordered matches quantity received; review prices
-Screening telephone calls, enquiries and requests, and handling them when appropriate
-Meeting and greeting visitors
-Dealing with incoming emails, faxes
-Carrying out background research and presenting findings;
-Organizing and attending meetings and & preparing MOM
-Follow up day to day activities
-Assist in coordinating between suppliers and customers for shipping objectives (air, sea, land) and follow up all the orders and shipments.
-Preparing proposals and purchase orders for internal and external requirements.
-Take in charge all issues related to the Directors’ travel arrangements: air tickets and hotels booking, filling of travel forms, follow-up out of pocket expenses, transmission to the accounting department, etc.
-Preparing and facilitating all the documents required for issuing Visas to different countries (Saudi Arabia, France, India...)
-Perform clerical & Administrative duties (Memos, Correspondence, telephone calls, filing, archiving…etc.)
-Coordinating with our IT to solve problems either by phone or face to face as he is not found all the time in the office
-Follow up day to day activities
-Handle the Director’s agenda: organize daily tasks, schedule, arrange, coordinate and prepare the meetings.
-Handle all incoming and outgoing emails, correspondence and telephone calls and ensure that it is translated properly.
-Typing and translation (from Arabic to English) different kinds of documents
-Getting bids from different companies
-Ensure the organization of all administrative filling and referencing procedures