Executive Secretary And Administrative Officer
Smart Office Solutions LLC
Total years of experience :15 years, 7 Months
Reporting to the General Manager regarding the company matters
Coordinating between the employees and the management
Arranging logistics for the delivery of materials to work site
Providing order confirmation to international suppliers as per the requirements of sales department
Invoicing, GRN preparation through citrix software
Letter drafting, memos, etc. as per the requirements
Coordinating with PRO for the new visa and renewal of visa for the employees
Arranging meeting with suppliers for various department heads through teams, zoom etc.
Leave planning and ticketing for the employees .
Purchasing of products through online as per the requirement
Preparation of LPO and follow up about the items ordered.
Troubleshooting of IT systems and configuration of email client, remote desktop etc.
Assure all contracts and bids are documented and delivered properly
Supervises activities of the office staff and assigning tasks
Meetings with Dubai Municipality Food Control Section Officers
Preparation of monthly and daily financial reports to analyze the income and expenses
Preparation of employee contracts as per the management decision
Collection of necessary documents from the candidates and prepare their files
Dealing with Performance evaluation, contract renewal, salary review etc
Approval of annual leave, air ticket and leave salary
Providing induction training to the new employees about the services and policies of the company
Dealing with the exit process of the employees and their end of service benefits
Assuring the smooth functioning of the office and achieving the results and targets set by the management
Conduct regular meetings with the staff to know about the issues in sales and the outdoor training sessions
Maintaining various contracts and files of Dubai Municipality, civil defense, water tank cleaning etc
Dealing with the maintenance section for ensuring the smooth running of the facility
Preparing documents to Ministry of Higher Education & Scientific Research ( MOHESR)
Coordinate with the examination department and ensure the smooth running of examination
Recording the minutes of meeting conducting by the President & CEO
Assisting the President & CEO for document preparation and filing
Short listing Cv’s of new Staff & Faculty according to the department needs and fixing interviews
Coordinate with PRO for Processing the visas
Creating employee records in the HRMS system
Create and monitor the Biometrics attendance system
Taught an IT subject for the foundation level students of EDEXEL department
Open, read, route, and distribute incoming mail and prepare answers to routine letters
* Preparing L.P.O and Invoices to clients and Suppliers
* Preparation of employee contracts and maintaining their file
* Filing, printing and scanning of various documents
* Dealing with customer complaints and issues
* Monitor office supplies, inventory etc and placing order
* Arrangement of conference room for meetings
Installation of software’s and patches according to the client needs
* Updation of systems according to clients need
* Hardware troubleshooting and repairs
* Solving Virus issues and file missing
* Checking the shipments and arranging the delivery of laptops, desktops as per the order placed
* Assigning duties to the team members as per the customer complaints
* Assisting senior technicians if the number of staff is not adequate
* Contacting the major IT companies like Wipro, Dell etc to update the complaints and the parts needed to
resolve the problem of particular sites.
courses: Microsoft Certified Professional (MCP) * Cisco Certified Network Associate (CCNA) * DELL Certified System Engineer (DCSE) * Ability to analyze problems