Executive HR/Admin Secretary
DRAGON OIL HOLDINGS
مجموع سنوات الخبرة :12 years, 9 أشهر
HR/Administration:
• Preparing and editing Business correspondence, emails, letters and reports.
• Planning and scheduling the meetings, events and calendar management.
• Draft email to New Employee related to their offer letter, arrival details - accommodation, flight, car hire, visas and airport assistance.
• Prepare the welcome kit for the new joiners and conduct induction related to company Travel Policy.
• Ensure On-Board Process are on selected candidate are smooth including the visa application, travel/accommodation are all set prior to the arrival, scheduling of medical process, visa stamping and medical insurance smooth and well organized.
• Ensure Off-Boarding process is smooth visa cancellation, gratuity and last salary payment, exit interview and exit tickets if required.
• Synchronize and prepare the training requirements and acquire the training cost (course fee, flight tickets and accommodation) abroad /local and coordinate with personnel and HR Dept.
• Keep track records for company vehicle (kilometres, service records, checklist and assignment scheduling, fuel card usage, salik, etc.)
• Annual review with hotel and travel agency corporate rates and credit facility.
• Liaise with Etisalat and DU plan promotions for Corporate, application for new sim cards, data packages activation and cancellation.
• Liaise with Building Maintenance for any carpentry, electrical, AC maintenance and plumbing jobs etc.
• Order and maintain adequate stationary items, pantry Items, company gifts and handle petty cash and control the office expenses.
• Arrange Travel with complex itineraries, Hotel, Car Rental, Meet and Greet, Conference rooms and Restaurant Bookings for Senior Management, BOD and clients.
• Arrange Business trips for Project Team/Rotational Staff - flights, accommodation and transportation.
• Arrange and collate all the documents for visa application process for Short-term visas and business visas to UAE, Iraq, Saudi Arabia, Kuwait and other GCC & Europe countries for trainings and out of UAE projects.
• Prepare the time sheets for payroll and coordinate closely with Finance Department related to leave pay, salary, bonus etc.
Accounts/Procurement:
• Received invoices and prepare LPO/PR for payment process.
• Conducts reconciliation of invoices.
• Follow up payment from Accounts Department.
• Prepare monthly sales report for issued tickets and hotel expenses.
• Prepares and arrange billing statement for corporate procurement card.
• Handles and conduct monthly reports on petty cash expenses, reimbursements and timesheets of the staff.
Projects/Document Controller:
• Preparing and editing Business correspondence, emails, letters, presentation and reports whenever required.
• Planning and scheduling the meetings and complex calendar Project Managers.
• Attend Meeting and taking notes.
• Coordinate all activities related to the Document Control procedure, including technical documents, drawings, and commercial correspondence.
• Input document data into the standard registers ensuring that the information is accurate and up to date.
• Generate the various document control reports as required.
• Typing of site documents, and follow up of all the site needs
• Makes sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable
• Maintain updated records of all approved documents and drawings and their distribution clearly
• Maintain the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability.
• Maintain the files and control logs as required by the project.
• Order and maintain adequate stationary items pantry items, company gifts and handle petty cash.
• Coordinates and organized company events, Christmas Party, Team Building, Rig Ceremonies and Conferences local and abroad.
• Arrange Travel with complex itineraries, Hotel, Car Rental, Meet and Greet, Conference rooms and Restaurant Bookings for Senior Management, Project Team and Rotation Staff.
• Arrange and collate all the documents for visa application process for Short-term visas and business visas
• Prepares and arrange new issuance/ renewal of seaman book.
• Synchronize and prepare the training requirements and acquire the training cost (course fee, flight tickets and accommodation) abroad /local and coordinate with personnel and HR Dept.
HR/Administration:
• Preparing and editing Business correspondence, emails, letters and reports.
• Planning and scheduling the meetings, appointments and events.
• Arrange Travel, Hotel, Car Rental, Meet and Greet, Conference rooms and Restaurant Bookings for Senior Management and client.
• Arrange Business trips for Project Team - flights, accommodation and transportation
• Arrange and collate all the documents for visa application process for Short-term visas and business visas to UAE, Iraq, Saudi Arabia, Kuwait and other GCC & Europe countries for trainings and out of UAE projects.
• Prepare the welcome kit for the new joiners and conduct induction related to company Travel Policy.
• Ensure On-Board Process are on selected candidate are smooth including the visa application, travel/accommodation are all set prior to the arrival, scheduling of medical process, visa stamping and medical insurance smooth and well organized.
• Ensure Off-Boarding process is smooth visa cancellation, gratuity and last salary payment, exit interview and exit tickets if required.
• Prepares LPO for ticket issuance, hotel invoices, corporate credit card statement etc.
• Conducts hotel visits regularly especially if the client needs to make sure all facilities are meet to the standards.
• Synchronize and prepare the training requirements and acquire the training cost (course fee, flight tickets and accommodation) abroad /local and coordinate with personnel and HR Dept.
• Annual review with hotel and travel agency corporate rates and credit facility.
• Handles reconciliation of company credit card and send it to accounts for replenish.
• Coordinates and organized company events, Christmas Party, Team Building, Rig Ceremonies and Conferences local and abroad.
• Act a reliever for the Receptionist during her absence and annual leave.
• Preparing and editing Business correspondence, emails, letters and reports.
• Planning and scheduling the meetings, events and calendar management.
• Work closely to Senior Management to handle the busy diary and meeting requests away days.
• Prepares reports and presentation and taking minutes of the meeting when it required.
• Synchronize and prepare the training requirements and acquire the training cost (course fee, flight tickets and accommodation) abroad /local and coordinate with personnel and HR Dept.
• Arrange Travel with complex itineraries, Hotel, Car Rental, Meet and Greet, Conference rooms and Restaurant Bookings for Senior Management and clients.
• Arrange and coordinate with the PRO regarding visa application and cancellation, UAE driving license medical providing administrative support to the department.
• Arrange Video coverage set up and when it required.
• Ordering Lunch and beverages whenever is required.
• All printing task, business cards, access cards, finger scanning, posters, binding and laminating, maps, Travel Policy, Employees handbook etc.
Busy attending the switch board on taking orders from call center and customer complains.
Prepares weekly calendar activities prioritize and distribute work and other administrative duties including word processing, billing and other entries.
Conducts weekly, monthly reports in sales forecasting, fliers' distribution and Grid Section Analysis.
Prepares weekly inventory of dry and wet goods including dairy products.
Organize and monitor the productivity of all Home Delivery drivers on daily basis.