Administrative Officer
Shuaa Capital psc
Total years of experience :17 years, 10 Months
ADMINISTRATIVE OFFICER
• Handle administrative day to day task and assisting Admin manager in key administrative assignments.
• Prepare LPO for the all department using Oracle EBS system.
• Handle petty cash, process employee expenses and prepare reports on both.
• Handle travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations
• Organize dial in details for all the Dept. using Arkadin system
• Ensure office is stocked with necessary supplies and all equipments are working and properly maintained
• Organize local and international shipment of documents as required by the business.
• File the client documents to it’s master file and send it to storage company
• Develop, review and improve administrative systems, policies and procedures
• Oversee special projects and tracking progress towards company goals
• Plan and coordinate administrative procedures and systems and devising ways to streamline processes
• Organize other office activities eg. recycling, desk arrangement and etc.
• Oversee facilities services, maintenance activities and tradespersons (e.g electricians)
• Assist all departments’ adhoc request.
CLIENT SERVICE ASSISTANT
• Manage front office chores but not limited to screening phone calls and transferring to correct person/department.
• Attend to client inquiries, manage and arrange meetings between the Client and RM’s in the office.
• Assist the Compliance Department in managing Client files such as arranging the Customer Due Diligence hard copy documents and where necessary scanning and retrieving Client files.
• Verify the relevant KYC documents where necessary such as the passport or any identification provided.
• Ensure proper controls on handling documents and files.
• Collect KYC documents and conduct initial background checks on new and prospective suppliers and Clients.
• Input suppliers’ details into the Oracle system post Compliance approval.
KYC ANALYST
• Review and collect due diligence documents of any prospective Clients and business partner. Perform initial AML risk assessment using risk-based approach and where appropriate escalate high risk accounts as per the Firm’s Policies and Procedures.
• Maintain good understanding of the Firm’s due diligence regulations, policies and procedures and attend periodic AML and Compliance trainings.
• Communicate effectively and efficiently with relevant internal and external parties to obtain KYC documents.
• Verification of documents received and request for additional or missing KYC information and documents.
• Perform sanction/watch list screening for all potential customers and investigate possible matches.
• Conduct research on activities of customers using the public domain.
• Prepare files requested by the Internal Audit or any regulator.
• Escalate any suspicious transactions activity to the MLRO.
• Check customers CBRB rating in the UAE Central Bank system prior to disbursing fund to a Client.
• Monitor the ongoing screenings and as necessary, coordinates on-boarding related activities to other concern departments.
• Periodical review of KYC records as to completeness and ensure that the files and risk assessments are current and up to date.
• Review of high risk clients including Politically Exposed Persons, and obtain necessary documents to update the Client file.
• In coordination with the Compliance Officer, amend Client’s records in the system as a result of KYC reviews and AML risk re-assessment.
• Generate and provide AML and onboarding related reports to the Firm’s MLRO.
OPERATIONS/CUSTOMER SERVICE OFFICER
• Collect documents from the customer and process loan in accordance with company policies and procedures.
• Service customer enquiries, complains, determine customer needs and provide solutions to their requirements.
• Maintain client files and records, ensure electronic copies of important documents are secured and in order as per the recordkeeping policies and procedures.
• Coordinates with external document storage company for all files and document related to filing, archiving and retrieval.
• Exposure in different types of loan products i.e. asset finance, personal loan, invoice finance, labor guarantee, small and medium enterprise lending (SME), etc.
• Prepares Facility Agreement and ensure compliance with Credit Approval Conditions.
• Communicate discrepancies to all concerned people for regularization and liaise to solve all problems, follow-up and provide regular updates with document deferrals.
• Coordinate and ensure disbursement of customer loan as per agreed SLA with zero error rates.
• Assist Legal department in obtaining loan security from the customer i.e. notarize pledge or mortgage of asset.
• Served customers efficiently
• Processed transactions base in Company policies and procedures
• Collect data and documentation for client making transaction
• Cash handling and balancing with zero errors
• Advised and educated customers about their options
• Used a variety of computer programs and applications
• Worked in a team to achieve targets and positive outcomes for customers and the exchange house
• Assisted clients in filling of policy documents and contact them whenever any error is discovered, or when it needs to be corrected
• Understand the company’s insurance policies and products and be able to explain to the customers
• Forwarded all filed claims to the appropriate department for handling and investigation.
• Communicate changes or adjustment in policies to clients.
• Recommend improvements in products, service or billing methods and procedures in order to prevent future problems
