Executive Secretary
Al Babtain Power & Telecom Co.
Total des années d'expérience :8 years, 9 Mois
> Secretarial / Administrative Duties:-
• Act as first point of contact dealing with correspondence and phone calls
• Draft and distribute professional business letters, memos, circulars and email correspondences.
• Planning and scheduling meetings and prepare minutes
• Managing top management's busy calendar, meeting coordination, and planning travel arrangements
• Conduct research and prepare presentations or reports as assigned
• Handle confidential documents ensuring which are remain secure
• Maintain electronic and paper records ensuring information is organized and easily accessible
• Deal with hotels, air ticketing and couriers (domestic & international) and prepare payment requests for them
• Update project files & manage office systems to efficiently deal with proper documentation
• Handling memos, reports, invoices, and related documents, including sensitive information
• Take care of office administrative requirements and extend support to various departments in Company (HR, Accounts, Technical, IT, Sales etc.)
• HR Dept. tasks include new employee basic arrangements, employees' vacation, ticketing, resuming duty, orientation, training, attendance, sick leave etc.. HR concerns
• Accounts Dept. tasks include account statement preparation, collection report assistance, invoices preparation, supplier's payment related issues, cash/cheque accepting & directing it with proper documentation etc.
• Responsible for Company stamp, maintain office supplies & stationery
• Provide clerical support to company employees by printing technical submittals, file making, copying etc.
> Sales - Projects Coordinator Role:-
• Support Sales Team on Sales Management System (SMS) & monitor project related concerns
• Analyze sales engineers' project reports & prepare periodic reports for management
• Prepare annual & monthly sales budget & end clients target
• Keep SMS updated with details of RFQ, new orders & payment collections. Creates reports to the top management
• Prepare proforma invoice to collect payments once order received from customer
• Create Sales Orders (ERP & SAGE 50)
• Prepare Release Orders once informed by OM Manager
• Issuing tax invoices (ERP & Manual) to customers according to DNs from factories
• Delivery follow-up with three manufacturing factories
• Prepare three factories' monthly production and delivery plans
• Prepare draft of L/C commercial invoice & Delivery Notes
• Tax & L/C invoices submission to customers with required documents (DN, PO copy, SOA, etc. for customer's reference)
• Follow-up due payments from customers (according to aging reports)
• Prepare payment collection report (data from Accounts Dept.) and submit biweekly/monthly report to top management with more details added
• Register & monitor purchase orders & collection to the Sales Management System & creates reports for the Management weekly/monthly basis (including company GM & Group COO)
• Follow-up due payments from customers
• Original Invoices submission to customers with required documents (like DNs, MRR, customer PO copy etc. for customer reference)
• Send emails to communicate order status and informed customers of back-orders or shipping delays.
- Secretarial Duties - Business Communication - Accountancy/Bookkeeping - Shorthand - Typewriting