Office Administrator / Secretary
Dubai Contracting Company LLC
Total years of experience :17 years, 10 Months
• Providing full Secretarial & administrative support to the Management (Chief Executive Officer, Chief Operating Officer and Logistics and Resources Senior Manager/MR)
• Team Management
• Scheduling, organising and co-ordinating meetings/appointments, preparation and circulation of agenda and the minutes of meeting and Inter-Office Memorandums approved by CEO and follow-ups related to same
• Timely distribution and circulation of documents and ensure that updated versions of revised documents to recipients of previous issues
• Receives and greets business visitors and clients and provides proper assistance as required
• Co-ordination of daily activities from Main Office with Workshop and Construction Sites
• Handling of Incoming and Outgoing office mails and emails, receiving and distributing documents and drawings received at main office on various projects on site and department basis
• Prepare and distribute correspondence with Clients, Consultants, Subcontractors & Suppliers
• Prepare Agreements (Consultancy, Subcontract, Form of Agreements for new projects, etc.), Project Reports and Feasibility studies with presentations for CEO
• Creates and maintains the records and filing system in a systematic manner in order to facilitate the efficient storage and retrieval of information as and when required
• Assisting the Logistics and Resources Manager in interview of new job applicants
• Assist, in the capacity of Auditor, the Management Representative in all ISO related activities for company’s Audits carried out by Lloyds Register (LRQA)
• Update ISO QMS system and external documents, QA/QC Operation Manual, HSE Manual, Method Statements and related documents
• Control documents in accordance with ISO Quality Management System (QMS)
• Maintain Quality Management System for the Company as per ISO 9001:2008 standard
• Assist with development and implementation of quality control systems and processes - day-to-day operations at main offices and other locations
• Ensuring all policies and objectives of the QMS are documented to by ISO 9001:2008 standard
• Preparation and implementation of appropriate registers and control documents for the QMS
• Assist the MR in organizing QM Review meetings, Induction Trainings, Staff CV’s and Annual Appraisals
• Take care of all required trainings including safety for main office, sites and workshop staff in coordination with MR.
• Online Business / lead generation through company’s travel and tourism website namely cultureholdays.com; tajmahaltours.com; rajasthantours.net, etc…
• Promoting / placing website on various search engines
• Managing / guiding the web designing team providing proper contents and design various tour packages in in coordination with the Tours Director
• Optimizing website contents by proper usage of keywords
• Increase website traffic through link exchanges programs
• Website visitors and web traffic monitoring
• Identifying and Implementing competent business strategies to market a wide range of services namely website development, software solutions, web promotion packages accomplishing sales & profit targets
• Work alongside with Business Development Manager to secure more business and to effectively train sales team
• Find out new Clients.
• Provide new ideas to potential Clients based on their business activities and thus generate more business
• Track all business development activities, analyze quarterly progress and suggest new strategies based on findings
• Planning and preparing presentations
• Manage partner relationships to increase business and identify new opportunities
• Business generation through existing Client referrals
• Business Development in eCommerce, ECRM Solutions, Software Solutions, Multimedia Presentations, Website Solutions, Web Promotion, Networking and Email Solutions
• Direct marketing
• Online Lead generation and finding customers through telemarketing/cold calling from various sources
• Attending directing queries
• Build, maintain and update mailing databases