Administration Assistant
ASC (Automated Systems Company)
مجموع سنوات الخبرة :23 years, 0 أشهر
• Contract management
- changing contract terms and clauses as per the business case prepared by the Account Managers, processing it for CEO approval, and making sure our copy is gone to our legal department and the other copy is delivered to the other party.
• Preparing letters, interoffice memorandum, filing reports/maintaining filing system
• Coordinating between the GDS Director, GDS team and other departments on various tasks as a single point of contact in the department
• Helping the business analyst in the following:
- yearly incentive and budget files
- Daily and monthly business performance report
- Monthly sales pipeline report
• Scheduling and coordinating meetings, taking minutes of meeting and distributing
• Helping Team Leaders in the preparation of internal business events
• CRM (Customer Relationship Management) report management - making sure that all data entry is done accurately
• Following up on various assigned tasks with GDS team and pushing them to meet their deadlines
• Extracting data from CRM into a spreadsheet and submitting the required data to the management for review
• Ordering supplies and stationery online from the internal store
• Working on the business presentation - compiling multiple presentation slides into one final presentation, formatting etc.
• Coordinating between finance and GDS on reimbursement receipts and other payments
• Arranging for internal trainings in coordination with Human Resource department and keeping a record of all training certificates.
• Following up with the team leaders for duty roster, vacation plan, and new objectives
• Preparing appreciation certificates for GDS staff based on the performance evaluation done by the team leaders and also coordinating with the human resource department for GDS staff overtime, bonus, and other benefits.
• Email correspondence
• Maintaining GDS director diary for appointments
• Auditing voucher receipts from clients, keeping a record
• Arranging branded gift bags to deliver it to our clients
• Bringing the sales team together to complete a given task before the deadline
• Contributing to team effort by accomplishing related results as needed; making sure that day-to-day GDS department tasks run smoothly by providing total administrative support to the GDS Director and the team
Achievements:
Created user database.
Created list of all active client list and GDS contracts list
Created a spreadsheet of client contact details
Created client birthday list for marketing
• Managing expenses and coordinating with FMD for all budget matters on behalf of AVP - M&C
• Preparing memos for invoices
• Department Responsibilities:
• Distribution of marketing material and researches internally and externally, electronic or hard copies
• Managing the electronic and direct mail distribution list
• Assisting AVP - M&C with the preparation of presentation materials.
• Managing inventory of marketing material.
• Requesting quotations from vendors.
• Updating website with latest PRs.
• Updating portal with latest PR and Ads.
• Secondary Responsibilities:
• Secretarial duties such as - Preparing email responses in coordination with AVP - M&C.
• Preparing memos and renewal letters
• Managing and processing incoming/outgoing mail and interoffice communications
• Maintaining department’s current filing system.
• Assisting department staff in all their official needs, i.e., preparation of letters, reports, fax, proof reading, stationery, forms, phone calls, courier, etc
• Providing secretarial support to the Manager and the Operations department by encoding correspondences/ performing self-initiated correspondence, reports & documents.
• Coordinating between departments and following up on various operational issues.
• Preparing purchase requisition forms and forwarding them to the budget controlling department to check if it is in the budget.
• Managing Deputy CEO calendar - Setting the meetings with various departments, clients, partners etc; keeping the Manager informed of appointments and meetings scheduled.
• Preparing agendas for the meeting if necessary.
• Taking minutes of meeting; distributing it to the attendees & following up on the tasks assigned
• Checking for pending tasks, sending reminders, and doing the follow up
• Keeping a record on the cheques and letters signed by the Deputy CEO
• Photocopying & scanning
• Created highly effective filing system including quick and thorough indexing, resulting in easy access to critical information and streamlined office functioning & record retention and maintaining confidentiality
• Dealing with courier service (sending & receiving couriers & also tracking for the delivery when required)
• Preparing/typing authorization letters, business proposals, & other business letters under guidance
• Preparing a spreadsheet of sample model Action Plan for all the services that will be launched on quarterly basis in coordination with Account Managers
• Keeping a record on the incoming subscriptions on a weekly basis & forwarding the report to the budgeting team in order to check if the target is achieved at the end of each season
• Training & guiding new secretaries if required
• Handling or screening of incoming calls, faxes; Greeting visitors & determining whether they should be given access to specific individuals.
• Finalizing contracts in coordination with Managers & legal company.
• Ordering gift items in coordination with the Operation Manager and managing inventory of marketing material, i.e., gift items for our clients and customers.
• Making registration for conferences and making all the arrangements required for the same in coordination with Human Resource and Finance department.
• Arranging for recruitment ads and following up with ad agencies to place job opportunity ads and also checking CVs and conducting short telephone interviews with candidates in order to select suitable CVs and forwarding them to the Human Resource department.
• Provided extra support when needed by preparing staff attendance report, offer letters, salary certificates, experience certificates, warning letters, termination letters, internal memorandums, and other HR related documents in English.
• Performing other related duties as required, working according to the workload and pressure to meet deadlines