Personal Assistant And Office Administrator
Acudor Product IMEA, DMCC
مجموع سنوات الخبرة :10 years, 11 أشهر
• Assisting all the sales related activity of the US branch office processed.
• Making Quotations, Purchase Orders to US Head office and Invoicing
• Provides continuous communication to the customers about the samples, orders and other logistic issues.
• Replying to customers' written and verbal correspondences in a timely manner that will increase customers' satisfaction; latest within 24 hours.
• Update customers with information about the documents for their shipments as well as status of their shipped containers.
• Renew and negotiate; trade license, office rental contract, employee medical insurance, any applicable insurance for facilities and staff, bid bonds, performance bonds.
• Responsible for the coordination, administration, and communication. Execution of daily operational tasks and being the point of contact for all matters related to the smooth functioning of the office.
• Process VAT returns and expense reports.
• Making Tax invoice including Customs and Freight Invoice.
• Follow up payments from customers.
• Preparing financial documents such as invoices, bills, and accounts payable and receivable
• Completing purchase orders
• Managing payroll
• Processing business expenses
• Coordinating internal and external audits
• Assist with the formulation and implementation of human resource policies and procedures
• Advise and assist employees with understanding human resource policies and procedures
• Coordinate orientation.
• Process new hire paperwork.
• Keep time and attendance records.
• Contact Suppliers regarding the Quotations for the materials required and make price comparison.
• Process LPO for the approved suppliers.
• Maintain confidentiality around sensitive information and terms of agreement.
• Support and assist all purchasing operations and related duties
• Accurate data entry, maintenance, and submission of purchase orders
• Contact vendors for purchasing details, pricing, and availability
• Monitor all purchase requisitions and communicate adjustments with vendors
• Process orders for multiple operations at different locations
• Maintain limited inventory management activities as needed
• Provides administrative support to the Projects Manager and to the Team in typing, correspondences, reports/presentation materials, good grammar and other documents.
• Maintaining filing log updates, scanning and uploading documents into file folders.
Maintain and manage daily Schedule for PM/RE for
Consultant
Responsible in handling site incoming and outgoing emails.
Organizing and Keeping well-organized files and ensure
confidential information and documents are handled with
complete dicretions.
Maintain and ensure proper filing system.
Classifies, sorts, and files and retrieve correspondence,
records and other site documents as requested.
Preparing Daily and Weekly Site reports.
Preparing Daily Time sheets of Staffs and Labors
Responsible for the day-to-day tasks in the office including covering the reception area
• Meet and greet clients and visitors to the office.
• Check and reply emails from customers regarding to their inquiry / order / delivery.
• Assist Sales Department in making documentations about quotation & invoices and packing lists for customer.
• Remind / Follow up customer’s balances and due payment.
• Maintaining of Petty cash and reports.
• Monitoring / Ordering of office supplies and other office related materials.
• Maintaining / Updating invoices, quotations, purchase orders of the customers.
• Filing / archiving / scanning / photocopying / faxing / mail & courier handling.
A graduate of Bachelor of Secondary Education major in English.