Administration Executive ( Private Office)
Ghanim Bin Saad Al Saad & Sons Group
مجموع سنوات الخبرة :8 years, 9 أشهر
GSSG is a private entity of Sheikh Ghanim Bin Saad Al Saad. I worked as the personal travel and administration in-charge for the Chairman’s business and travel affairs. Besides daily coordination and document/file management tasks in MS SharePoint, for major part of my work I interfaced with the private charter jet operations (RizonJet) and coordinated the travel passage of VIP guests by arranging hotel reservations, bookings, visa/travel documents, international car hire, airport transfers and travel itineraries lasting from few days to several weeks.
• Office co-ordination: maintaining link between departments and senior personnel.
• Filing and archiving data and sensitive documents in MS SharePoint Workspace 2010.
• Maintaining and updating manual filing system.
• Resolving administrative problems by analyzing data and information, preparation of various reports, and identifying precise solutions.
• Prepared, planned and coordinate in creating MS Power Point presentations while arranging and drafting agenda for meeting facilitation and conferences.
• Recording meeting minutes, compiling the information into action points and transcribing using MS Word.
• Compose / draft complex replies / letters / email using MS Outlook while also reviewing and sorting all incoming correspondences through emails and fax/courier/personal delivery etc.
• Maintain and follow up internal and external schedules and appointments of the Chairman / Department Head on a regular basis.
• Kept track of helpdesk tickets and initiating steps for timely resolution.
• Managed extensive international travel arrangements for trips taken by the Chairman / CEO / Department Head / VIP entourage while preparing flight itinerary and private jet schedules for the personal pilot of the Chairman / commercial flight reservations / hotel reservations /airport transfers / visa / VIP lounge / landing permits (for business trips /official trips and external conferences)
• Alert, flexible and responsive to urgent last-minute requests to divert focus to unplanned travel and administrative-related scenarios therefore having a 24 hour mindset.
• Making calculations spreadsheets of complete trip / general expenses, tax payer’s calculations, preparing and tracking L.P.O, credit notes and invoice reconciliation with local and international customers and clients.
• Able to cover and work independently in the absence of key subordinates while they are on vacation making sure their absence doesn’t affect the work cycle.
• Prepared monthly payroll expenses for the maintenance team and follow up /coordination with concerned corporate departments for timely disbursement.
• Assigning daily task and duties to the maintenance personnel and supervising the work.
• Microsoft Access database administration and maintenance - input new job requisitions and closing completed jobs with proper technician name, job number, customer / client signature with brief details about the job performed (e.g. air conditioning service, plumbing electrical, home appliances)
• Managed a team of outsourced maintenance contractors and ensures that contractors are adequately trained, equipped, and motivated so that the assigned task can be accomplished in a safe, timely, and cost effective manner.
• Communicated and liaised directly with the operations department to coordinate maintenance and repair work on a daily basis and ensure immediate action has been taken without any delays for smooth functioning.
• Carry out surveys to assess housing units and prepare reports for improving operations.
• Initiated, implemented, and managed maintenance strategies based on best practices in the industry.
• Prepare an annual report of the complete expenses and finalize an estimated maintenance budget for the upcoming year.
• Managed, monitored and maintained reports/records of travel agent / corporate sales performance.
• Conducted periodical product updates with reference to the changes in the market for meeting better sales target.
• Proactive focus to ensure the guest / customer has a trouble free reservation experience, in return maximizing profit / value / quality of service.
• Maintaining and promoting company’s image and nurturing business relationship with clients.
• Handling and delivering personalised services to travel agents’ / corporate requirements regarding inbound and out bound services like hotel reservations, visas, airport transfers, special promotions ensuring professional unparallel service and competency is met.
• Doing combined sales calls jointly with some of the best and most famous, hotels from the world i.e. Intercontinental; Fourseasons; Starwood hotel and resorts; Atlantis Jumeirah Palm Dubai; W Hotel and many more.
• Preparing market briefing and assessment for marketing head.
• Promoting special holiday packages and tailor made tours to corporate clients / travel agents.
• Attending seminars, conferences, road shows, Arab travel mart (U.A.E) while representing the company.
• Prepared holiday flyers, posters, pamphlets, travel insurances, and distributing it through telemarketing / email for promotional purpose.
• Achieving sales targets. Increasing productivity while maintaining healthy B2B relationships.
• Assisting and providing solutions and trouble shoot problems arising with the use of extranet to manage client and company profile descriptions, images, rates, inventory, vouchers, special offers and reservations.
* Comprehensive preparation and calculation of salary sheets and remuneration entries for the employees which included entry of timesheet details, overtime calculation manipulation and other relevant adjustments related to payroll using Pastel Payroll software.
* Maintain a filing system and keeping records pertaining to report generation and correspondence concerning the finance department.
* Preparing monthly payroll expenses for the finance team and also involved in follow up / distribution of cash salaries / preparing payroll slips for more than 500 employees.
* Reconciliation and cross checking of S.I.V (store issue vouchers), G.R.N (goods receipt note);P.C.V (petty cash vouchers) invoices and follow up of credit and cash payments for the organization.
* Transmit information or documents among different departments and customers using appropriate media i.e. Post, email, fax, telephone, courier while using the chain of command
appropriately and efficiently to communicate among subordinates.
* Assist in the development and implementation of goals, policies, priorities, and procedures relating to accounts payable.
Completed my Bachelors Degree through distant learning program through advance computer center Doha Qatar. some Majors subjects coverd Elements of Insurance , Business Environment , Managment Process, Elements of Accountancy ,
Graduated Higher Secondary School through M.E.S Indian School Doha Qatar.
• Secondary level (2001) M.E.S Indian School, C.B.S.E Doha - Qatar