Secretary/Admin Assistant/Receptionist
Quantum Group
مجموع سنوات الخبرة :3 years, 6 أشهر
• Reports to General Manager
• Assist the CEO, General Manager, Operations Manager, Sales Director, Head Architect and Administrative Director on their daily tasks from time to time
• Handles diary management like meetings
• Maintains staff files and prepares requirements for processing UAE visas
• Keep track of leave and absences of all staff
• Handles office supplies and ensuring that supplies are very well maintained and ordered properly
• Coordinating, providing assistance and secretarial support to the Sales to facilitate smooth flow of daily operations.
• Answer telephone phone in a well-mannered etiquette
• Prepares monthly salary for all staff
• Prepares invoices and receipt for sales and rental transactions
• Prepares MOU for every sale transaction
• Prepares Tenancy Contract for every rental transaction
• Providing customer service assistance and other duties that may be assigned from time to time.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
• Maintains customer confidence and protects operations by keeping information confidential.
• Secures information by completing data base backups.
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Answers/screens incoming calls, taking messages and routing calls as appropriate. Retrieves voice messages as requested.
• Provides administrative and secretarial support including opening and disbursing Leader’s incoming/outgoing mail; completing correspondence duties including composing and editing letters, memos and other correspondence; preparing expense reports and supply orders; preparing and updating presentations, spreadsheets, etc.; maintaining files and records, etc.
• Schedules and organizes meetings and events, both on- and off-site; orders provisions as appropriate, prepares agendas and takes/transcribes meeting minutes, distributing as appropriate.
• May serve as committee member and/or lead/supervise various work teams including other administrative staff.
• May maintain division/department policies/procedures, contracts, etc.
• Support administratively with special requests including research, projects, and other miscellaneous duties.
Processing new sales leads
Managing the correspondence between the sales team and their clients
Monitoring customer accounts
Providing data and reports to help the sales team
Keeping track of sales targets
Answering phone calls
Scheduling diaries
Maintaining an electronic and hard copy filing system.
Providing training and orientation for new staff.
Coordinating and arranging repairs to office equipment.
Comprehensive knowledge of Microsoft Word, Outlook, Excel and Access.
Scheduling meetings and preparing agendas for them.
Effective organizational skills.
Organizing travel & accommodation arrangements.
Resolving administrative problems.
Supervising other clerical staff.
Conducting research on behalf of managers.
Scheduling and delegating administrative tasks.
• To report for duty punctually as stipulated in roster and to observe a high degree of hygiene by wearing clean, tidy and standard department uniform.
• To register guest and assign rooms, accommodate special requests whenever possible. Assist in pre-registration and blocking of reservation when necessary.
• To liaise with housekeeping and staff and relay information regarding guest movements, e.g. early check-in, late check-out and special requests.
• To be able to handle reservation procedures, take same day reservation and future reservations if necessary and know cancellation procedures.
• Develop through knowledge about all hotel staff, services, products and operations hours.
• To be aware of the proper telephone techniques and etiquette and apply them.
• Understand and use of mail packages and message handling policies and procedures of the hotel.
• To demonstrate a pride in workplace and high level of commitment.
• To attend daily briefing sessions and hotel department meeting required.
• To have a very sound knowledge in Dubai and the culture especially around others hotels, rent a car, shopping centre and other general locations.
• To attend training sessions and meeting when required and to operate in line with the training or information received.
• Posses a thorough knowledge of credit and cheque cashing facilities, policies and procedures and adhere to them.
• Develop a thorough knowledge of cashiering procedures in conjunction with the hotel software packages. Handle quest disputes tactfully.
• Know cash handling procedures, filing, posting to individual folios and master city ledger accounts.
• To maintain cleanliness and neatness of the front desk area. Use your free time to tidy up and check your stationery and other stock levels.
• To report all maintenance requirements and hazards in the work place to your supervisor or manager; either verbally or by means of log entry.