Executive Secretary
Middle East Real Estate
Total years of experience :6 years, 3 Months
Schedule and coordinate with the reception for booking the appointments, meetings and events, including registration and travel arrangements for Chairman and General Manager.
To assist the General Manager with customer inquiries about the real estate contracts and payment terms for the property owned.
To provide administrative support to the General Manager and the Board of Directors by setting up the Minutes of the meeting for our clients and suppliers.
Maintained a healthy relationship with existing clients while opening up fresh customers.
Respond to client inquiries relating to each site regarding the contract, ejari, cheque clearance and penalty charges etc.
Suggest policy changes in order to streamline department operations as and when required by the Management.
Complete the General Manager’s report which requires data input from all departments and the same is presented to the Board of Directors in PowerPoint presentation.
Analyse and Type confidential documents on a word processing system on behalf of the general Manager and HR Manager.
Provided all sales and administrative support; resolved inquiries from the clients and ensured customer satisfaction.
Coordinate with the HR Manager to provide HR related duties which include recruiting, hiring, staff development, staff evaluations and reviews, collection of passport, visa stamping, issuing of labour card and Medical card for more than 650 employees.
Keeping attendance records and advising the staffs about the leave and absence procedures.
Transcribe drafts, proofread and revise correspondences, memos, flyers, agendas, minutes, resolutions and policies.
Supervise and provide timely training for clerical staff in maintenance team and office boys.
Maintain an adequate record of the stocks for office supplies such as stationary, toners, staff uniforms and pantry refreshments on monthly basis.
Maintain the general filing system and file all correspondences documents in proper order.
• Action and follow up on all duties assigned by the Divisional Manager
• Reporting directly to the Divisional Manager. Reporting to Managing Director during Divisional Manager’s annual leave.
• Follow up for new projects in the UAE, pre-qualifying with the EPC contractors and government departments, received tenders documents, study the enquiry, obtain necessary rates from international suppliers, evaluation, preparation of technical and commercial proposal as per tender requirements.
• Preparing the Sales Orders to various international suppliers, follow-up with procurement division for material and logistics division for delivery to different project sites.
• Assist the Marketing Team in their commercial and technical proposals.
• Preparation of current/ongoing Project list and status on monthly basis transmit to clients, attending meetings and follow-up for existing and new business opportunities.