executive secretary cum administration representative
Grand Technology and Service FZCO
Total years of experience :9 years, 0 Months
Cover the reception desk; Greet and assist visitors
• Answer and direct phone calls and provide information by answering questions and requests.
• Receive, sort and distribute the mail; Reply enquiries to email and telephone calls.
• Keeps a safe and clean reception area by complying with procedures, rules, and regulations.
• Arrange meetings, conferences, travel reservation and provide reminders.
• Carry out administrative duties such as filing, typing, copying, scanning etc.
• Maintain computer and manual filing systems.
• Write letters and emails, photocopy and print out documents on behalf of other office staff.
• Keep track on slow approval.
• Provide secretarial and administrative assistance to the Directors, General Manager and Accounts Department.
• Manages DAFZA portal.
• Prepare documents required for the respective Consulate to process the visas needed
• Maintain documents register and track expiry dates and process the renewal of various documents such as trade license, lease, establishment card, insurance and PO Box.
• Process employees visa renewal
• Assist Content Acquisition team by conducting research and contact prospect clients.
• Sends proposal and follow-up e-mails to all prospect clients.
• General office management.
• Keeping records of customers contract agreement and all contents.
• Maintain filling contract agreement and financial records.
• Submit and reconcile expense reports as well as Petty Cash.
• VAT filing.
• Make quotations, delivery notes and receipt voucher.
• Prepare and process LPO for customers.
• Prepare and send invoices to release the payment.
• Maintain and send management reports such as LPO reports and account receivables
• Follow up incoming payments through email and telephone calls.
• Process bank transactions using cash, cheques and online banking systems
• Contribute to team effort by accomplishing related results as needed.
• Performs other related duties assigned.
Preparing Bank Letters and Memos
•Checking emails
•Answering calls, taking messages and handling correspondence
•Acting as a receptionist and meeting/greeting suppliers and Sub-contractors
•Maintaining diaries and arranging appointments
•Arranging couriers
•Sorting and distributing incoming fax
•Filing
Answer telephone and transfer to appropriate staff member
•Meet and greet clients and visitors
•Perform general clerical duties
•Keeping the reception area tidy
•File and update contact information of employees and suppliers