Secretary
Dedar Middle East FZE
Total years of experience :8 years, 8 Months
Secretary (April 2015 - June 2016)
• Answering telephone calls, determining purpose of calls, checking of voicemail and forwarding calls to appropriate personnel or departments.
• Attending to all email enquiries and replying accordingly.
• Sending quotation requests to customers and following up on the same.
• Coordinating for various brands like Dedar (fabrics), Colony (fabrics), Etro (fabrics), Wall and Deco(wallpapers), Viya Home(accessories, furniture and lightings), Heathfield (lightings), Frag(leather furniture), Majilite (faux leather), Marine Leather (real & faux leather).
• Assisting customers in the selection of products and providing information of new arrivals within product range.
• Ordering of new fabric hangers and cuttings on QUANTO (software) and arranging to send all the fabric samples as and when requested by customers.
• Welcoming visitors and routing them to appropriate personnel.
• Sending shipping documents to customers and updating the order statuses accordingly.
• Arranging couriers on a daily basis.
• Ordering, receiving, and maintaining office supplies and stationery.
• Performing other clerical duties such as filing, photocopying and collating.
• Clearing all the discontinued fabrics from the showroom and updating new arrivals.
Customer care Representative/Receptionist (15December 2014 to 24January 2015) - Temporary
• Answered a high-volume of calls promptly from a multi-line system and directed them throughout the service center.
• Reviewed all incoming mails and replied all emails promptly.
• Responsible for all incoming and outgoing couriers.
• Provide an efficient and courteous welcome to the customers by providing necessary information and keep them comfortable till they are attended by Service Advisor with minimum waiting time.
• Communicates effectively and politely with all customers, colleagues and managers.
• Updated appointment board on daily bases and explained the importance of appointment to the customers who come without appointment.
• Set up and book service appointments and remind customers on their appointments.
• Assist customers in all possible ways to ensure their business needs are met.
• Perform all duties assigned by the Service Advisers and Managers.
Receptionist/HR Assistant (01 February - 02 March 2015) - Temporary
Receptionist/HR Assistant (25 November 2014 to 7 December 2014) - Temporary
• Answering incoming telephone calls, determines purpose of calls and forward calls to appropriate personnel or department.
• Monitoring visitor’s access and issuing of passes when required.
• Welcome visitors and announce visitors to appropriate personnel
• Ensure visitors signed-in in the visitors’ log book.
• Send gate pass by email to the guests.
• Arranging flight and hotel bookings.
• Receiving leave forms and hand over to HR Department
• Sending shipping documents to customers and updating the order status accordingly.
• Book FedEx online to pick up the documents
• Ordering, receiving, and maintaining office supplies
• Receiving and recording all the incoming couriers
• Performing other clerical duties such as making correspondence, filing, photocopying and collating.
• Day to day complete administration support & managing the entire office such as meeting room/ taxi bookings, catering and maintaining office cleanliness.
Administrative Secretary cum Receptionist (January - February 2017) - Temporary
Administrative Secretary cum Receptionist (October 2016) - Temporary
• Served as a proactive assistant to the GM; answered phones, reviewed incoming mail, took dictations and replied all emails on behalf of the GM; handled correspondence and handled project requests on an ongoing basis for all the projects.
• Handling Quotations for the enquiries received; Preparing Purchase orders both local and for international.
• Assist in the preparation and submission of tender documents and materials.
• Coordinate with the shipping companies for all correspondence with suppliers/Freight Forwarders related to import/Export of shipment. Also coordinate with insurance companies to insure the goods to shipped
• Responsible for renewing/ updating and managing AMC’s for the office equipments; follow-up on service for the office equipments.
• Coordinated with all courier companies for all incoming and outgoing couriers; handled stationary requisitions, printing letterheads, business cards etc.
• Coordinate with the production department for the delivery and installations of framed artworks and mirrors at site. Also take initiative on timely service of sharpening the wood cutting blades at the workshop.
• All other general duties like arranging meetings, electronic filling, receiving all incoming faxes, distributing all incoming mails and managing all outgoing correspondence.
• Independent Business correspondence, handling official letters, taking dictations, maintaining office files and replying to emails.
• Handling telephone calls and managing the reception desk independently.
• Assisting in Brand Management jobs such as arranging posters, take away menus and catalogues and Header boards etc. This included liaison with advertising agencies.
• Assisting the HR department with staff housing welfare activities with a view to improve motivation levels among staff and also manage and update all the HR files with proper documentation.
• Coordination with Govt. officer and staff to arrange Medicals & Visa process.
• Arranging for interview and selection of candidates etc.
• Preparing minutes of the meeting and also preparing daily, monthly and quarterly sales reports.
• Arranging international visas, international hotel booking and travel arrangements for the management staff, VIP Guests and employees.
• Managing database of suppliers as well as customers and responsible of arranging all sort of meeting with operations.
• Coordinating with the training department for orientation of new staff, preparing TR schedule.
• Monthly quiz, rectification and staff performance updates.
• Liaising with courier companies and Ordering, distribution and recording of all office stationery.
• Handling all inward and outward mails and faxes and recording of internal and international telephone calls and faxes on a monthly basis for Accounts Department.
