Administrative Assistant
CONFIDENTIAL
مجموع سنوات الخبرة :11 years, 8 أشهر
Main Responsibilities:
- Responsible in booking, tracking and submitting required documents for shipment clearances.
- Responsible on research work for admin, stock, and production.
- Managing Purchase Orders and Inventory
- Responsible in creating Bill of Materials and tracking of production deadlines.
- Responsible in Updating Inventory on both software and excel master sheet.
-Responsible in stock taking and tracking of materials and managing raw materials inventory.
- Excellent in making purchase orders, packing list and material send out documents for production.
Main Responsibilities:
- Main function is to assist the MD.
- Responsible in inquiring job related costings such as flights and hotel booking for client conferences and meetings.
- Drafting letters such as NOC, authorization letters etc.
- Responsible in acquiring permits, license renewal, Ejari and tenancy contract renewal, etc. and adhering to Government policies.
- Checking of office supplies and making sure stocks are ordered/purchase before supplies run out such as stationeries, tissues, coffee, tea, printer inks, A4 papers & etc.
- Company files filing and ensuring confidential files are filed privately.
- Act as the point of contact, welcoming guest and offering them tea, coffee, etc. and functions as receptionist and transfer calls accordingly.
Accounts Responsibilities:
-Assist the accountant in processing PO’s and submission of supplier invoices and checking of due payments.
- Assist the Operations manager in any inquiry related to costing and ensure timely delivery.
- Responsible in handling petty cash.
- Making sure employee reimbursements are proper and submission of the same every 26th of every month.
- Making sure all transactions are updated in the system.
- Responsible in doing the bank reconciliation and making sure that it ties up with the bank statement.
- Ensuring all client job backups is filed in accordance to their company policies, guidelines and standards.
- Process monthly salaries for employees and contractual staff.
HR Responsibilities:
- Acts as the company HR and is responsible in visa process, track employee annual leave, flights, gratuity calculations etc.
- Responsible in processing the employees WPS and submission of SIF file to accountant for processing.
- Process employee insurance and making sure company is all important documents are renewed on time.
- Responsible for managing daily schedules, meetings, and travel arrangements.
- Checking of suppliers invoices and monitoring of due payments.
- Observe and implement the policies of the company.
- Prepares petty cash summary.
- Performs other task such as filing, scanning, faxes, photo copying.
- Receive all documents and file it on Drop box.
- Welcomes visitors by greeting them, in person or on the telephone; answering incoming calls and handle caller’s inquiries whenever possible.
- Maintain the general filing system and file all documents.
- Respond to public inquiries.
- Provide word-processing, excel spreadsheet and secretarial support.
- Develop and maintain a current and accurate filing system.
- Monitor the use of supplies and equipment.
- Coordinate the repair and maintenance of office equipment.
- Assist the Executive Directors and other staff as requested.
- Provide administrative services for the Executive Directors.
- Maintain files/folders in such a manner that the documents and records (hard copy / electronic copy) can be easily traced and retrieved.
Position: Telephone Switchboard Operator cum Receptionist - April 2012 - February 2013