سماح ابوهاشم

Searching for new websites (Publishers) and evaluate it by high ranking and the traffic, etc.
 Explain to the publishers about our work and convince the client.
 Arrange & Follow up by calls & meeting the clients to set up the deals.
 Searching for DSP websites to get the advertisers.
 Creating accounts in our system for the publisher/advertisers after signing the contract.
 Creating new campaigns in our system to publish it in the concerned websites.
 Sending report to my manager weekly about my works.
 Arranging and updating publishers database.

 Supervising the center's facilities and equipment on a daily basis.
 Establishing a monthly plan for the number and types of courses that will be held at the
center.
 Create ideas for the types of courses and searching for discrimination in our courses
 Communicating with certified trainers from the Middle East countries and knowing their
contracts.
 Developing a plan to host the instructor in terms of booking tickets, hotels, and
transportation.
 Communicate with the freelancer graphic designers to design the course poster.
 Focusing on promoting the center and its courses through all social media accounts.
 Receive the amounts from the trainees and save their data in an excel sheet.
 Coordinating courses and halls according to the requirements of each course in terms of
hospitality and seating.
 Coordination and printing of certificates for each trainee.
 Preparing monthly invoices of revenue for the center owner.

• Performs a variety of administrative support tasks to the Business Development Director that are highly confidential.
• Coordinates and facilities the BD Director’s calendar to arrange appointments, meetings, conferences
• Prepares travel arrangements and itineraries of the Department.
• Receives and screens incoming calls and visitors and informs my manager accordingly
• Prepares agenda and collects materials for meetings; takes minutes and keeps records of proceedings
• Read and screens incoming correspondence for my manager's signature
• Produces various documents/ materials for reporting and presentation purposes
• Establishes and maintains filing and record management system for the Business Development Director
• Researches, compiles and prepares confidential documents
• Acts as event organizer for the Business Development Department
• Proficient with MS Office applications and other relevant software
• Skilled in planning, analyzing and coordinating activities and establishing priorities
• Able to compile and prepare presentations, memorandum, reports and other documents.

The core responsibilities of this role include managing the head of section's diary, Organizing emails, answering all incoming calls, creating & update Monthly Business Plan Report and Organizing the team meeting.

In addition to these responsibilities, I have also taken on the additional duties as Protocol Coordinator for Example: create invitations cards, doing follow up and getting confirmation from attendees by official email, Coordinate with Organizer to provide our requirements such as seating arrangement for VIP, Find a suitable Hall matching our requirements

Also, create an assignment cards for our team as per my manager's instruction, with all the details and brief about event.

During my time in this Role, I have reorganized the meeting room booking system, implementing an online system which all staff can access, whenever a meeting room is booked for a meeting with external clients, it is added to my personal calendar so that I am aware of when the room needs to be prepared for external meeting.

I have also implemented a new filing and indexing system for my department, which has resulted in greater ease of access for all team & managers who are authorized to access this information.

In addition to these responsibilities, Doing contacting with Ministry of Foreign affairs if they sent an official letter to His Excellency's office about of reception and arrange a meeting with a VVIP guests.

Also, Coordinate with a multi-parties, Such as Lakwyia by Fax to requesting them to accompany a VVIP guests from to hotel or anywhere, Also such as: Ras laffan city to arrange a visit there by create a form and asking the requested party to fill it and attach the requirements.

In addition of these Responsibilities, Create a checklist for each event, Time attendance sheet for my team.

• Responsible for organizing and scheduling interviews and technical tests of candidates. Assist in conducting pre- selection interviews for eligibility for a smooth final selection by Line Managers with regards to entry and mid-level candidates.
• Update the employee's record sheet day to day.
• Prepare letters and contracts for our employees.
• Prepare all the Necessary papers to get the labor card and sponsorship transfer for the new staff.
• Co-ordinates the day-to-day work and program of activities relevant to employees.
• Screen incoming CV’s and provides recommendations to department heads on potential candidates.
• Responsible for maintaining and accurately updating the Employee Leave Database and ensuring that Leave Application Forms are approved by Line Managers and are submitted by employees in a timely manner and send it to the managers for approval and follow up with our payroll team.
• Doing fillings and arrange it as alphabetical with doing screening in the same time.
• Responsible for effectively recording, maintaining, and reporting Company Assets issued to employees such as Company Mobile Loan, Company Laptop and Company Vehicles.
• In charge of regular checking of the Job Database and filing resumes in respective department folders. Inform if there are any relevant resumes that can be considered for current vacancies

• Review and audit supplier invoices and take the necessary action to be sent to the accounting and follow up with them and strive to complete the transaction successfully.
• Organize and coordination the activities related for the Hukoomi site such as participation in Qitcom exhibition.
• Conservation contracts and invoices securely.
• Preparation and coordination of forms using adobe professional.
• Review of contracts properly and make a table entire budget for each contract or project.
• Coordination and preparation of appointments and meetings for managers.
• Coordination with the IT helpdesk to provide the inks for the other floors and to do the periodic maintenance
• Receipt any complaint or request, verify and send it to the competent authority with the follow-up.
• Prepare the correspondence in Arabic and English to the ministries and government departments and follow-up.
• Types memos, letters, e-mails, and prepares documents and presentations for the Manager according to requirements and instructions.
• Managing Calendar & Meetings Manages the daily and weekly schedule for the Manager and maintains the appointment calendar.

• Answering phone calls letters and e-mails to my Manager and team, and filters them based on priority and importance. Diplomatically handles interactions over calls to direct or hold calls appropriately.


• Saved the Documentation and file system by using excel sheet with daily updates to ensures proper documentation, handling, safe storage and easy retrieval of information.
• Organize regular meetings and reviews

• Arrange the appointments for managers with the clients.
• Organize the files and arrange.
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Negotiate to get the good quotation regarding the materials to our projects.
• Manage the travel desk and ensure travel tickets, hotel bookings and visas are arranged in time for employees planning to undertake visits to foreign countries for official business purpose.

 Do all the immigrations issues such as: employee visa, resident permit, health cards, transfer sponsorship, business visa, visit visa, exit permit, CID process & medical commission.
 Prepare letter to the shipping company to ship the purposes of staff from their country to Qatar and from Qatar to outside.
 Record and save Filing, maintaining employee records, placing orders and organizing office supplies.
 Prepare expense reports for all expatriate employees.
 Coordinate regular meeting for tax advisor (Deloitte )
 Coordinate the appointments between Deloitte team and our employees.
 Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
 Greet and assist visitors or escort them to the relevant office or meeting room.
 Preparing letters in English & Arabic such as: banks letter, it whom to my concern, salary certificate & embassies letters.
 Preparing and presentation an orientation for our new staff and explain them about the legal process in Qatar.

• Manage Archive room (filling and organize).
• Prepare Arabic correspondence/Employment contracts.
• Prepare English correspondence for the employees.
• Also checking and reviewing all new CV`s and classified them to needed departments also arranging meeting between employees and the management.
• Updating data for all employees with their family’s information in excel or in any program that the company is using e.g. name of employee's wife and children, also updating names of their schools.
• Also review and follow up all processes with the new employees until they become our staff for example ( their ticket, insurance, residents, cars and other stuff)
• Prepare all kind of NOC to the bank, embassy, and salary certificate in Arabic and English.
• Communicate with the recruitments websites to get the application of jobs seekers.
• Administrative support for Immigration Supervisor, Specifically in Arabic correspondence with day - to - day.
• Manual typing for all kind of applications related to: traffic department, Immigration department, labor department and Health Centers.
• Prepare visa: business, visit, tourist and embassy visa.
• Prepare new RP, Renew, Cancellation and transfer sponsorship.
• Process Hamad medical care for all the employees.

• Answering the phone calls.
• Customer services officer.
• Explain to the customers about aptech’s training
• Take care about the students and help them with their different activities.

• Enter classified ads daily.
• Answering the phone calls.
• Customer care.