Administrative Assistant
The Kanoo group
مجموع سنوات الخبرة :13 years, 6 أشهر
• Provides general administrative support to colleagues & the Office Manager
• Deals with all general emails in behalf of the department; in charge of internal mails for Abu Dhabi and Dubai offices (dispatch, distribution, monitoring)
• Handles safe-keeping and organize release of staff passport; coordinates with PR department for passport related issues
• Organize and arrange interviews of applicants
• Assists on travel bookings, hotel bookings and meet & assist to newly joined staff from outside country
• Prepares and submit documents and report for insurance reimbursement claims, new/ addition Insurance application, deletion and any modification
• Updates, monitors and notifies staff of their annual and sick leave balances
• Monitors and updates on a regular basis air ticket entitlement for each employees and/or family to their personnel files
• Updates the personnel file of all Abu Dhabi staff
• Process and tracks local purchase orders (LPO)
• Maintain, monitors and orders adequate office supplies stock
• Assist in searching for prospective suppliers for minor asset requisition
• Delivery, follow-up orders and invoice tracking of office and kitchen supplies from supplier; arrange discrepancies on D/O and invoices when necessary
• Monitors and distributes company mails to the respective department(s)
• Maintains general filing system and file all correspondence of administration department
• Provides support to receptionist whenever needed; answers and redirect calls to concerned staff
Human Resource Department
• In-charge of License Renewal of SEHA-AHS Medical Staff
• Manage, Updates and Organizes employment record of each Medical Staff for the purpose of HAAD Licensing renewal application
• Monitors and updates HAAD License status of each medical staff from different government healthcare facilities under SEHA using ITQAN (HAAD software system)
• Prepare, arrange and submits Data Flow Report of new applicants as part of HAAD requirements in acquiring new HAAD License
• Coordinates, gather and assists processing of requirements for newly hired applicants
• Manages the files of outsource employees in AHS (updating of files and their leaves)
• Coordinates, assists and support department officers on daily basis for whatever work they will provide aside from the regular task assigned to me
I.T. Department
• Receives, arrange, process and follow-up of invoices to the finance department and vendors
• Compiles data and other related support and assistance in preparation for the monthly and quarterly reports
• Reviews, monitors, and prepares departmental petty cash expenses
• Receives and dispatches letter and memo through the E-correspondence system, tenders and other important documents to concerned department managers
• Receives and screens visitors and incoming calls for the department
• Performs other administrative support functions for the Chief Information Officer, Section managers and IT staff; schedules assigned appointments and meetings
Manpower Development Department
• Organize and provide the required training materials for each training conducted on everyday basis
• Updates the training profiles of every employees and its trainees using the software HR Access
• Assist the team and section leader on daily basis such as preparing the joining instruction for each training, catering, venue, hotel and travel booking, evaluation of each training course, updates the training course file
• Prepares contract requisition and service order for contracts upon the request of the Section or Team Leader using Maximo Software
• Receives and dispatch invoices to finance department; updates the invoice status upon receiving the Invoice Payment Slip thru Maximo Software
• Performs general clerical duties to include, but not limited to, copying, faxing, mailing and filing.
• Supports the workplace concerning co-workers such as:
- preparing Local Purchase Order (LPO) for their flight bookings and hotel accomodations
- assists in preparing the necessary requirements for filling documents and/or licenses
- records and organizes employees file on the company’s filling system
- Records and dispatches Employee Expense Report
- Tracking, submission and organizes Employee Timesheets and Leave Application
• Updating company records such as Petty Cash, Cash Flow Report, Supplier’s Invoice, Supplier’s payments, Local Purchase Order (LPO) for flight and hotel bookings; file and retrieve organizational documents, records and reports.
• Receives fax and passed on to concerned party
• Open, sort and distribute incoming correspondence, including faxes and email
• Arrange guests on hotel bookings and travel arrangements
• Provides clerical support to every co-workers
• Answer’s telephone calls
• Provide basic and routine clerical assistance to technical, installation and administrative departments.
• Maintain the information in the office's records management system:
- Register incoming and outgoing records in electronic record keeping system.
- Sort records and documents in accordance with classification standards and s
Instructions.
- Maintain paper-based and electronic central file system by creating new folders, applying instructions and tracking file circulation.
• Respond to requests for retrieval of documents from various internal units’ locations, ensuring that a sensitive material is made accessible only to authorized staff.
• Provide work support for various departments. Resolving a range of administrative problems and inquiries
• Prepares daily and monthly timesheet of employees at each project site
• Assists and monitors everyday deliveries of supplies and materials to Office site.
• Managing the front desk and reception area with dependability and reliability in a stable and professional corporate office environment. Entertain and assists guest.
• Responsible of answering questions and fulfilling request for agents and suppliers.
• Answers incoming calls and passed it through the concerned department
• Sorts and distributes all incoming mails of all the employees. Doing the courier as well
• Other related clerical jobs such as printing, photo copying, faxed documents and monitoring of office supplies
• Answering in-bound calls and pass through the concerned department; doing
Out-bound calls as well.
• Responsible for timekeeping; monitoring employees' leave, tardiness and absences
• In-charge of updating employees' files
• Filling of office documents, printing and photocopying, sending and receiving of fax documents, sending emails and other related clerical jobs.
• Everyday monitoring of prices to suppliers
• In-charge of transacting to the purchasers regarding their requirements for production of their products on everyday basis
• Making purchase orders form feed mills
• Closing of deals from clients
• Responsible for making follow-ups on payments and quotations from purchasers and suppliers
• Gather, compile and prepares related reports as requested and performs other duties that may assigned by the immediate project coordinator from time to time.
• Compile, organize and consolidates financial data required to assist in making the client’s invoice on everyday basis
• Tracking of Work order from receipt of its completion
• Close out and archiving of project files on project completion
• Updating, Scanning and Organizing a filling system for office files
• Distributing incoming fax documents, courier to concerned departments
• Prepares request for reproduction of documents
• Maintain related files
• Data entry of everyday reports and Personnel records
• Hotel and Room bookings for clients and company personnel
• Attending outbound and inbound calls of client’s and company personnel
• Responsible in preparation of sales and expenses transaction summary
• Manages all cash received from sale of goods
• Responsible in canvassing of prices
• Prepares purchase orders of inventory
• Receives and checks deliveries for accuracy and quality verification
• Responsible in preparing payment to suppliers
• Direct and supervise store aides on priorities of work
• In charge of looking/searching of prospective customers
• Monitoring and following up of deliveries from customers (restaurants, bars and food chains)
• Encoding of data of company clients
• Formatting and editing of documents
• Checking of spelling and grammatical errors
• Handles inquiries from walk-in customers
• Doing out bound calls to prospective clients
• Verify and reconciles statement of accounts from clients
• Follow-up and reconciles receivables to delinquent accounts
• Arrange and prepare schedules of technicians for service
• Assist in organizing personnel file of computer technicians
• Responsible in sending quotations thru fax to big companies regarding their accounts
• Responsible in data entry of all incoming and outgoing documents
• Ensures all requirements of the clients account are properly documented
• Doing out bound calls to clients customer
• Elaborates the service that the company is offering
• Promotes and encourage customer’s to avail of the promo
• Monitors the status of promotion from customers
• Handles and Assist subscribers with their problems, requests and inquiries