Executive Secretary And Admin Specialist
Saleh Omer Bin Haider Est.
Total years of experience :17 years, 0 Months
• Handling Employee/Management related Medical Insurance, policy renewal (staff & labors).
• Group policy handling, Quotations and all other documentations for Insurance.
• Handling property insurance (PAR), arranging visit to the locations and all.
• Created Bank account / WPS account with Al Ansari Exchange
• Applied WPS FAB card for all the labours (150+ labors) and arranged collection from Al Ansari exchange (nearby the labor accommodation branch)
• Handling mobile phone / sim cards & land phone lines with Etisalat for owners / staff / labors and office & labor camp.
• Handling company’s FM department for getting quotations from different supplier and preparing the quote comparison and submitting to FM management for further approval.
• Responding to the emails and other correspondence to facilitate communication and enhance business processes.
• Scheduled appointments and conducted follow-up calls to clients.
• Handled daily scheduling tasks and provided administrative support for entire department.
• Entered data into system and updated customer contacts with information to keep records current.
• Maintained office supplies inventory by checking stock and ordering new supplies.
• Drafted agendas, recorded minutes and generated documents to facilitate meetings.
• Booked airfare, hotel and ground transportation to coordinate office travel.
• Handling Company’s social media accounts like Facebook, Dubizzle, company website, Naukri gulf & Bayut.com
• Posting advertisement either for vacant job or vacant property.
• Preparing LPO, quote request, quotations, cash invoice and delivery notes.
• Maintaining staff’s fingerprint and preparing report for accounts department.
• Drafting letters, notice and memo to the Tenants.
• Preparation of Ejari.
• Preparation of internal tenancy agreement.
• Connection with different departments within the company to facilitate smooth work atmosphere.
• Preparation of internal tenancy agreement.
• Created and updated records and files to maintain document compliance.
• Maintained daily report documents, memos and invoices.
• Assisting the Accounts department.
• Coordinating with Insurance agent for claim / payment.
• Organize airline reservation bookings for our Staffs, Managers as well as labours.
• Coordinating with Office staff for travel request or vacation request / sick leave and get approval from HR Dept.
• Arranging travel requirements like visit visa / tourist visa, tickets and hotel arrangements either in UAE or in global.
• Arranging employment visa/ cancellation / renewal.
• Arranging courier either domestic or international.
• Backing in company’s HR dept. like, advertising the vacant positions, receiving cvs, sorting out and setting an appointment with job seekers.
• Update records / office files and maintain these files of the different divisions.
• Organizing and storing paperwork, documents and computer-based information.
• Devising and maintaining office systems.
• Updating e-mails & keeping records of the same.
• Provided clerical support to company employees by copying, faxing and filing documents.
• Send and received emails and replied on behalf of company or managing director.
• Responsible for preparation of Certification of Origin (COO) and related documents.
• Draft letters like salary certificate, bank loan letters, port/customs letters, authorization & no objection letters, etc.
• Organized airline reservation & hotel bookings for our Managing Director.
• Backing in company’s HR dept. like, advertising the vacant positions, receiving cvs, sorting out and fixing an appointment with job seekers and look after interview on behalf of Managing Director.
• Assisted in planning and preparation of meeting & conferences.
• Prepared of Shipping Instructions/Bills of Lading.
• Arranged surrender / telex on OBL.
• Responsible for preparing shipment documents like, Invoice, Packing Lists, summary & delivery advice.
• Documentation of various warehouse related activities and taking responsibility of all commercial activities.
• Provided transportation information and manage billing information.
• Helped in maintaining contact with suppliers and other agents.
• Given loading instructions to the transporter as well as warehouse team.
• Maintained the Inventory record in system online.
• Assisted the Accounts department.
• Liaison with different departments within the company to facilitate shipments.
• Interfaced with customers as directed.
• Assisted customers in tracking shipments.
• Maintained an adequate inventory of Office supplies.
• Prepared LPO, quote request, quotations, cash invoice and delivery notes via workspace as well as job orders
• Coordinated with the warehouse team and tracking the shipments by the company.
• Coordination and booking containers from main Lines and advising the transporter to place the container.
• Arranged travel requirements like visit visa / tourist visa, tickets and hotel arrangements either in Dubai or in global.
• Coordinated with travel agencies for getting affordable fare
• Supported all GBU’s staff at Pentair for their admin necessities.
• Arranged employment visa/ cancellation / renewal with Sponsor.
• Drafts letters like Salary Certificate / Embassy letter to get entry visa for overseas.
• Prepared of LPO’s and follows up with travel agency regarding the ticket.
• Coordinated with Office staff for travel request or vacation request / sick leave and get approval from HR Dept.
• Arranged Medical Insurance Card (EDI) and coordinating with Insurance agent for claiming their payment.
• Handled petty cash and arranging office stationary / pantry items.
• Arranged couriers with Courier Company like domestic / international.
• Maintained workers daily time cards
• Updated records / office files and maintain personnel files of the division.
• Monitored accounts / aiding and coordinating with accounts dept. and presenting reports.
• Coordinated with building management and arranging Auditorium for meeting or seminar etc.
• Maintained the day to day running of office
• Handled all incoming telephone communications, noting reasons for call and forwarding to relevant team members, subject to availability
• Provide excellent customer service as per company policy and procedures
• Prepared of Shipping Instructions/Bills of Lading
• Filed of 10+2 form (ISF form)
• Filed AMS form.
• Carried out administrative tasks such as collating and distributing reports and preparing memos.
• Prepared & issued Quotations, Invoice, LPO, etc
• Correspondence and follow up with Destination Agents.
• Coordinated and booking containers from main Lines.
• Coordinated of meetings and calendar for Line Managers
• Coordinated with Shipping Lines to get the latest update about the Arrival of Import Shipments and advice the Customer accordingly.
• Arranged the DO Collection
• Attended to customer needs, understand their requirements so that maximum numbers of enquiries are handled quickly and forwarded on concerned person.
• Ensured paper and electronic files are kept in good order.
• Managed office administration including ordering of office stationery, coordination of desk moves, facilitation of office equipment maintenance & repairs.
• Processed expenses for Line Managers
• Coordinated all travel requirements for Line Managers
• Received and dispatching of mails from client or international agents.
• Received petty cash vouchers and other documents and obtain approvals from the manager on daily basis.
• Purchased and maintaining office stationery and other office supplies.
• Assisted in day-to-day admin and marketing functions.
• Arranged courier either domestic or international.
• Assisted the Accounts department
• Liability on Marine Insurance Policy, Swift Transfer, Demand Draft & Internal Draft
• Organized and storing paperwork, documents and computer-based information.
• Devising and maintaining office systems
• Updated e-mails & keeping records of the same