Administrative Assistant
National Paints
مجموع سنوات الخبرة :15 years, 2 أشهر
Handled screening phone calls, enquiries and requests.
Type correspondence, reports and other documents
Maintain office files
Open and distribute the mail
Coordinate repairs to office equipment
Maintain confidential records and files
Maintain records of decisions
Prepare documents and reports
Answer phones
Direct calls and respond to inquiries
Perform other related duties as required
Customer Services, Loans, Cash, HR Departments Emirates Bank
Prepared drafts of internal and external correspondence and documentation, such as faxes, letters, memos and reports, using brief notes or oral instructions.
Passed the correspondences to the Department/Division Manager for approval, and then distributed it accordingly via the mail or fax machine.
Created documents and correspondence in both English and Arabic, and ensured that all is correct before passing for approval.
Received faxes, memos and letters for the Department/Division Manager on a daily basis.
Reviewed the documents and determined these items that require top priority to ensure quick and timely action to be taken.
Provided Department/Division Manager with a brief summary of appropriate documents in order to assist him, and then distributed all approved documentation to the relevant staff member for appropriate action, as directed by the Department/Division Manager.
Maintained the filing system and Department correspondence and documentation. Ensured that all documents are filed correctly, in accordance with the established numbering system that all documents are kept confidential and are filed securely, and that filing is done on a regular basis to ease retrieval of required documents.
Correspondence in English and Arabic with Clients, authorities, and court lawyers
Scheduled and follow up of appointments for the Department/Division Manager and other team members, attended the meetings when requested and prepared the agenda, meeting minutes and follow up on the actions requested.
Reception of Clients / Guests at the office and on the phone and became the focal point for information and answered questions when possible.
Assisting other secretaries with the office arrangement and management
Assisting in preparing staff and faculty entry & work permit, labour cards and contracts (500 + employees)
Coordinating with multiple stakeholder, such as Travel Agency, Benefits team, Mobility team to ensure a smooth travel and arrival process for the Faculty coming to UAE.
Serve as source of information to the students, staff and faculty on policies, procedures and office activities and provide basic information (20+ employee per day)
Respond to general inquiries, resolve daily routine problems
Handling the showroom salesmen accounts and their monthly statements
Responsible of the credit section at National Paints (N.P.) Abu Dhabi showroom.
Receiving N.P showroom salesmen monthly chq. and calculate their customer’s monthly depts., discounts, balance & customers' blocked accounts.
Coordinating with other departments with bank transactions (submission of letter transfer/ WPS/ and cheque withdrawal)
Managing the credit section customers’ orders and following up with N.P Factory & customers’ orders & L.P.O.
Preparing and checking on the attendance sheet for the company's' Foramen & showroom employee attendance sheet.
Sending, forwarding & follow up with the factory samples from N.P customers and send it to the Factory in Sharjah to follow up with IT & related local purchase orders, further more with N.P Projects orders, samples & Local Purchase Orders .
Handling N.P Projects “Labor Wages Card” and follow up with it, with salesmen, with projects contractors & with the factory.
Carrying out administrative duties at assigned office. Including receiving people coming into the office, answering queries and scheduling appointment, answering and making telephone calls, taking down and passes messages as directed.
Typing, proof-reading and distributing a variety of documents such as letters, reports. Includes entering, amending and retrieving information, performing security copying and archiving of documents.
Filing correspondence and other records related to the activities of the Division. Maintaining and updating files. Establishing and improving own filing system.
Making requisitions, maintaining and distributing office stationery and supplies.
Arranging meetings as instructed. Includes arranging conferences, visual aids and refreshments. Preparing the agenda and attending when requested to prepare minutes of meetings. .
Receiving, sorting and distributing all incoming mail. Makes copies as needed and presents to supervisor. Preparing outgoing mail for dispatch. Maintaining a proper register for incoming/ outgoing mail. Ensuring direct delivery of confidential material/ mail.