EXECUTIVE ASSISTANT
DIGITAL PRINT CENTER
Total years of experience :8 years, 0 Months
Deal with the various office operations directly with the managers, sales account team,
creative arts, finance, production, purchasing and other office administration.
o Preparing weekly/ monthly sales report to Manager
o Delegate tasks to other employees
o Check e-mail and communicate on behalf of General Manager in his absence
o Keep copies of confidential information, including contracts and company documents
o Approve and supervise day-to-day operations, as per the General Manager’s instructions, in his
absence.
o Manages/ maintain calendar appointments.
o Manages travel booking/ visa requirement
o Taking minutes of meeting
o Preparing memos and reminders to staff
o Providing all documents needed in Tender Proposal submission
o Preparing quotations requested by client directly to manager
o Raises LPO/PO to supplier
o Raises invoice to client
o Handling Logistic transaction (ordering materials inside & outside the country
o In Charge of all incoming quotation/ job request of Key Account Representatives
o Raises and send quotations to Clients
o Raises purchase orders
o Raises job and printing orders
o Raises Credit Invoices to Key Account Representatives’ Client
o Prepares sales report of Key Account Representatives
o Liaises with Production Department regarding all ongoing jobs of key Account Representatives
o Liaises with company drivers and production department regarding job deliveries on a daily
basis
o Process tender submission
o Coordinating documentation between the Sales Team, Account Teams and Production Team
o Providing administrative support to the Sales team as prioritized by the Sales
o Manager
o Assisting Sales executives in preparing weekly Sales’ reports to the Sales Manager
o Assisting the Sales Manager in delivering monthly Sales’ reports
o Maintaining the Sales Team’s schedule as per the Sales Manager’s requests
o Ensuring Sales executives have catalogues and other marketing material as needed
o Submitting documents for filing to the Keeper of Archives
o Providing all documents needed in Tender Proposal submission
o Preparing quotations requested by client directly to manager
o Raises LPO/PO to supplier
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o Raises invoice to client
o Handling Logistic transaction (ordering materials inside & outside the country)
o Following company policies and procedures
o Carries out various secretarial functions for Dallah Advertising Agency,
o Maintains and updates comprehensive filing system to facilitate easy access to files.
o Receives incoming calls, sorts, register receipt and distribute to the addressees.
o Prepare outgoing correspondences and dispatch and maintain daily master file of incoming and
outgoing correspondences.
o Responsible for the Tender preparation.
o Responsible for the Newspaper Advertisement.
o Prepare the Monthly and Yearly sales report.
o Answers inquiries regarding business matters as instructed and relates to staff concerned.
o Arranges hotel, air tickets and flight booking for staff and guests.
o Coordinates with employees related formalities and general office supervision.
o Helps initiate procedural changes in the department when necessary to improve efficiency.
o In-charge of Travel Booking of the staff (Include Flight Schedule & Hotel Accommodation)
o In charge of incoming calls and taking notes of important message.
o In charge of receiving incoming documents, forwarding documents to all departments concern
and filing it to Company’s Central File.
o Assist Engineering departments in tender preparation.
o Encoding correspondence made by the Department Managers.
o Assisting MEP Manager in writing correspondence
o Attending of Incoming & Out Going calls
o Filing of Documents of the Project Manager
o Sourcing of Material Suppliers for the project
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o Encoding of the Bill of Quantities
o Provide all necessary documents concerning production processing
o Responsible for SOP processing
o Handled customer’s inquiries and request
o Received customer drawings for review
o Monitored and controlled raw materials work in process and finished good stocks.
o Monitored the capacity per model weekly.
o Evaluate production staff performance.
o Provided information with other departments such as Administration, Production Control,
Quality Control, Accounting and Engineering.
o Check all incoming documents; ensure proper distribution and maintenance of both internal
and external documents for test/assembly.
o Updates material list, map actual spec vs. index and maintain an organized filling.
o Generates document alert system for new revision of document & release to all users.
o Prepare duplicate copies of documents for controlled station (ISO).
o Perform quarterly audit of documents (ISO).
o Complies with the proper operating procedures of safety and health
standard/regulation.
o Support and implement Environmental Management System with respect to their job.
o Provide all necessary documents concerning production processing
o Responsible for SOP processing of the production area.
o Monitor issued documents to production area for documentation purposes
o Responsible for the materials consumption of the department.
o Responsible to all documents references.
o Performs other task as may be assigned by superiors.
o Monitor issued documents to production area for documentation purposes
o Responsible for the materials consumption of the department