IT Department Secretary
AlShaya Group
Total des années d'expérience :16 years, 10 Mois
• Assist in the recruitment and onboarding process by coordinating interviews and preparing new hire documentation.
• Manage & maintain executive schedules not limited to one.
• Provide administrative support for the entire department, including meeting arrangements.
• Coordinating travel arrangements for executives and consultants.
• Assist in the preparation and editing of correspondence and departmental reports.
• Collaborate with other departments including HR, and government relations to ensure smooth communication and coordination of tasks.
• Maintain department files and records electronically.
• Manage the time & attendance for the entire department in Kuwait & regional IT departments to process payroll information.
• Serve as a point of contact for internal and external stakeholders, answering inquiries and directing them to the appropriate staff members.
• Raising purchase orders on Oracle for consultant payments.
• Monitor and order office supplies and equipment for the department.
• Handle confidential and sensitive information with discretion and maintain confidentiality at all times
• Act as the first contact between the airline and its customers.
• Check-in passengers and baggage in accordance with the airline procedures in compliance with IATA.
• Ensuring that airport operations meet the standards; policies and procedures of local and international safety & security.
• Verify flight information and passenger documentation such as passport, visas… by referring TIMATIC.
• Ensure all areas of operations run smoothly and efficiently, i.e. flight OPS, aircraft loading, baggage handling, departure and arrival.
• Escorting and directing arriving/departing passengers to the respective areas such as the hotel desk, visa counter, transfer desk, and boarding gates.
• Assisting in special handling of passengers like unaccompanied minors, deportees, and transferring transit passengers.
• Handling excess baggage charges (upsell) at the counter and MEDA (stretcher cases)
▪ To provide employees with needed forms and reports (leave forms, experience certificate, salary certificate, etc.) upon employee’s request.
▪ To monitor attendance and leaves across the company (annual, sick & unpaid) and provide the manager with reports periodically as required.
▪ Provide employees with special services (mobile lines, mobile allowances) as per the request from the manager.
▪ Prepare timeline sheets to check attendance monthly.
▪ Maintain an up-to-date and accurate data management system.
▪ Organize and maintain various administrative, follow-up and reference files.
▪ Arrange for meetings and travel arrangements.
▪ Organize own work, set priorities & meet critical deadlines.
▪ Supervise clerical subordinates.
▪ Prepare and maintain an office expense report & submit them on a weekly basis.
* Handling all typing and correspondence for Project Staff.
* Monitoring all incoming & outgoing documents.
* Manual and computer system filing for all correspondence.
* Preparing & updating tracking logs for the transmittal's.
* Answering the telephonic queries.
* Preparing daily & monthly reports on submittals to Project Manager.
* Arranging appointments and meetings with clients.
* Purchase office requirements & stationary
* Answering telephonic queries.
* Coordinating and scheduling of meetings for clients.
* Preparing of quotations.
* Preparing bookings and forwarding the same to the respective clients.
* Following up on payment payable by customers.
* Filing & Maintaining Correspondence.