Executive Secretary To CEO
AL HARAMAIN PERFUMES
مجموع سنوات الخبرة :13 years, 5 أشهر
Internal Compliance Officer
• Review and update internal policies and work procedures, prepare SOP and imposing the implementation of SOP wherever applicable, preparing internal circulars /memosfor UAE and Overseas offices.
• Maintaining records, certification and application of government documents like ESMA, Dubai Municipality Registration etc. in coordination with Laband relevantdept.
• Preparing pricing, social media, governmentdocumentations. LAB Documentations, Graphic presentationetc. of new launched products, in liaison with various dept. Tracking Inventory and dispatch of new launches during the pilot sales periods.
• Designing /Renovation of the showroom/Kiosk, coordination with local and overseas suppliers for furniture Fit outs, Coordinating with Mall Management for necessary permissions and approvals, 3D/CAD drawings, material supplies, submittals, signboards designs etc.
• Registration of various Trademarks/ Brands of Al Haramain Group of Company in various countries. Providing / Organizing the necessary documents, payments, legal translations, registration procedures, POA etc. Organizing certificates and renewing them accordingly on expiry.
• Monitoring and maintaining a disposal log of consumable waste from the factory. Removal and Replacement of damagedor quality failed goods and other general waste materials and maintaining a record of the cash collected from the disposal.
• Coordination with China office for shipping docs, packing list and making plans for dispatching the shipment via containers to its respective country on arrival.
• Successfully managed the construction of the new 20, 000 SQFT office building as a Client Project Managerfrom the design drawing to as built drawing. Coordinated withContractors/ Engineersfrom initial design finalization till the end of the project.Procured furniture and Interiors design goods personally from china, coordinated shipping to delivery, monitored the work progress at the site on dailybasis. Assisted in preparation of building permits, legaldocuments, drawings, purchasing goods and furniture for the office interiors locally and instructing labors on various jobs on day-to-day basis etc.
• ManagingEvents and Exhibition for the company like Beauty World, Cosmoprof, Regional Meetings and Conferences and Private Family weddings.
Executive Secretary to DMD
• Ensuring meetings are effectively organized, maintaining minutes of the meeting, Alerts about cancelations or new meetings. Agenda, recording notes, messages and reminders.
• Providing additional support to departments or individuals in different aspects of work with necessary documents, management approvals on daily basis.Creating reports and memos for Managers and Senior-Level officers as needed.
• Manage Travel and Schedule; preparing Itineraries; Visa etc.
• Managing Spreadsheets/Reports /working on database and software package to maintain records. Preparing confidential and sensitive documents, office budgets/ Petty cash etc.
• Greet and Receive Visitors, Government Officials and High Rank Personals.
Administrative & HR Executive.
• Ensure functionality of necessary office equipments, general maintenance of the office premises, staff quarters, general repairs of motor and mechanical device, production machines and equipment’s and requisitioning new equipment and supplies as needed. Maintaining records and coordinating with maintenance team and local vendors for cost effecting in house maintenance and service.
• Assisting human resources department with payroll and personnel databases, Verifying, bank docs, commission, loans other benefits, addressing staff grievances, leave application, preparing offer letters, medical issues etc.
• Managing process of recruitment, preparing offer letters, job profiles for candidates, visa formalities, induction and introduction of new staff, explaining company policy and procedures and providing phone, laptop and other materials for new staff.
Administrative Responsibilities:
• Working with standard and advanced spreadsheets, databases, and software packages.
• Ordering the Supplies as per the Instructions from Admin Manger monitoring the usages and deliveries.
• Keeping the trip charts of all Drivers and Monitoring the Maintenance chart of the Company Vehicles.
• Coordinating with drivers and ensuring all work is completed on time.
• Organize and maintain file and records. Provide general administrative support including phones, distributing mail, and preparing expense reports.
• Organizing meetings, conferences, luncheons making travel arrangements and hotel reservations for guests, foreign delegates, Top Management Staff and Executive level staff of the company.
• Arranging transportation for employees, ordering office supplies, Housekeeping, security and safety requirements & maintenance of company vehicles.
• Ordering the Supplies to Company Kitchen, Laundry and Garage and Monitor the Deliveries and manage the supplies to the Optimum.
• Liasoning and coordinating with various departments within the corporate office and all branch offices.
• Upkeep of office administrative facilities and ensure availability of daily miscellaneous requirements to provide harmonious work culture to employees.
• Handling back office operations, inter-office correspondence, confidential mails, quotations, monthly billing, cheques, etc.
HR Responsibilities:
• Performing Human Resources functions such as recruiting, visa processing, renewals and cancellations.
• Arranging interviews and coordinating with concerned dept.
• Introduction, issuing appointment letter and giving a description of the policies, procedures and culture of the company.
• Keeping a track of attendance of employees, maintaining and updating the database of new joins and existing staff, annual leave record and solving any internal employee related issues.
• Completing exit formalities for resigning staff and issuing documents like relieving or experience letter.