hr/admin officer logistic assistant/front desk officer
action against hunger
Total years of experience :8 years, 4 Months
taking care of billing &correspondence, petty cash handling, event management, directing guest to concerned department, stock management assisting higher management staff members
Be responsible for incoming and outgoing telephone calls and emails
- Handle office expenses and petty cash of HCMC office under the approval of the director or finance manager
- Manage office equipment and infrastructure to ensure a well-running office
- Responsible for the overall running of the reception operation
- Make logistic arrangement including flights reservations, hotel and vehicle arrangement for project staffs, visitors/partners, donors, consultants, volunteers and interns
- Conduct procurement of stationery for staff and meetings/workshops and assets of the office
- Prepare correspondence, memos, reports, presentations, and emails to local counterparts, donors or other related offices or agencies in relation to the office operations
- Carry out other duties such as translation works, take minutes of office meetings as requested by the supervisor
- Update the filling system and manage filing the office documents for both hard and electronic copies.
Human Resource tasks
Plan and facilitating HR activities in the team: contract, recruitment, employee relation
- Ensure to develop job descriptions for current/new positions
- Maintain current organizational chart and current staff contact list
- Assist the progress of job planning and performance management
- Provide coaching and training to direct staffs on HR & Admin functions
- Establish and maintain relations with government, labor union and other related personnel stakeholders
- Monitor and record employee time sheets and leave requests
- Support for procedures or papers relating to personnel or staffing issues
- Conduct instruction for staff members about admin and HR procedures
- Other related assignments.
action against hunger international Pakistan Responsibilities 5-6 months
•Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
•Attend meetings and keep minutes
•Receive and screen phone calls and redirect them when appropriate
•Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
•Handle confidential documents ensuring they remain secure
•Prepare invoices or financial statements and provide assistance in bookkeeping
•Administrative support to conferences, workshops, retreats
•Delegation handling in regard to their appropriate protocol, hotel stay, meeting schedule and to manage nationwide travel for delegates when is required
•Custodian for management of office stationary, distribution of stationary as required by the staff and keeping log of distribution
•Maintenance of files and records relevant to office maintenance
•Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders
•Maintain electronic and paper records ensuring information is organized and easily accessible
•Conduct research and prepare presentations or reports as assigned
•To aid the executive in initiating their travel requests with the admin department and making necessary arrangements such as visa processing, accommodation and ticketing, and keeping a track of all admin related arrangements.
•Support to office management and assets management.
•To initiate stationery request every month on behalf of the CD Secretariat and ensure it is provided to the department whenever required.
•To maintain a record of all approved departmental memos
•To help the team members in forwarding medical claims, expense claims, blackberry applications and leave application forms to the CD and follow up to ensure timely execution.
•Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the head of unit.
•Research and retrieval of statistical data from internal and external sources, preparation of statistical charts, tables and reports.
•Maintenance of records on assets management, preparation of reports
•Participation in the training for the operations/ projects staff on administration
Provide Logistic support when required:
•Maintaining Records
•Labializing Products
•Maintaining logistic support
•Providing Admin support
•Procurement
•Maintaining calls
•Maintaining relationship with media
•Maintaining relationship with Donors
•Providing analytical support to the staff
Worked as a Admin Coordinator/ Creative arts with the City School (
Arrange regular meetings for all team staff in order to develop practice
•Keep the head of primary and principal up to date with ongoing developments in person and / or in writing.
•Initiate, manage, monitor and evaluate change within the team in order to improve practice.
•Ensure that the development of all the children’s spoken and written English is prioritised, planned and provided for.
•Facilitate equality of provision (resources and teaching) across the team.
•Contribute to school development plan, including costing. Additionally, at the end of each development cycle write a review of progress against the plans original objectives and success criteria.
Worked as a customer service representative in IBEX Group of Companies (2011) to (2012
Full compliance of administrative activities with organizational regulations, policies and strategies.
•Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible.
•Contacts with visitors and staff, arrangement of appointments and meetings, acting as interpreter when required and taking minutes.
•Compilation and preparation of briefing and presentation materials, speeches, back ground information and documentation for meetings and missions.
•Translation of simple correspondence, when needed.
•Effective administrative support and logistical support
•Taking customer service calls.
•Making calls potential customers to enhance sales
•Handling queries via calls/emails/web enquires.
•Responding to the customer’s queries within the given time frame.
•Providing best customer service with quality.
•Maintaining monthly reports.
•Reduce customer dissatisfaction.
•Maintaining retention percentage.
•Up selling / cross selling.
•Learning new products/ campaigns that are added.
•Ongoing tasks assigned by the reporting manager.
PABX Department
•Handling PABX Exchange
•Answering and connection phone calls to concern department
•Recording messages for staying guests and staff members
•Maintaining staff attendance in different shifts making their duty roster
•Keeping record of all out going mobile or international calls from staff to justify telephone bills
•Wake-up calls from guests
•Proper follow up for assigned tasks
Reception Desk:
•Achieves customer satisfaction through prompt, efficient and responsive services at the Front Desk
•Greets every customer approaching the Front Desk
•Reads, initials, actions and follow-ups on the Front Desk log notes
•Takes part in Front Office briefings
•Follow standards on telephone etiquette
•Assists guest and assigns room. Accommodates special requests whenever possible
•Registers procedures on establishing credit for every customer account is followed
•Thoroughly understands and adheres to proper credit, cash handling policies procedures
•Understands room status on sold out dates
•Knowledgeable about room location, types rooms available and room rates
•Ensure that standard procedures on room security are followed strictly and aware of all safety and emergence procedures
•Posses a working knowledge of the Reservation Department. Takes same day reservations and future reservations when necessary. Knows canceling procedure
•Knows how to use Front Desk equipment
•Conduct that demonstrates that people are our key asset, through respect for every employee and leading from the front regarding performance achievement as well as individual development
Business Center (Secretarial Support):
•Providing all secretarial services to our hotel guests and non-staying guests i-e:
•Preparing vouchers of consumption items in the business center and charging to in-house guests or receiving cash, credit cards payment.
•Arrangement of meeting and gatherings in the Business Center Bard room with Multimedia/ OHP projector facility and all kind of configurations of Laptops for internet connectivity
•All kind of computer work scanning, , Editing, Typing, Preparing of spread sheets on Excel, slide presentation assignments on PowerPoint
•Handling bill payments by Cash/ Credit cards or Bill to company
•Email sending/ Receiving
•Assisting guest for connecting of Broadband Internet and dialup connections in their room and installations of ISDN, NWD direct dialing Fax/ Telephone lines
•Responsible of providing all necessary equipment’s to guests during meeting sessions i-e., Multimedia, OHP projector, CD’s Floppy Disks, Books Bindings, Photocopies Colors and Black & White and charging to guests at the end of meeting session
•Handling guest’s mails/ Parcels
•Postage Stamps
•Sending and receiving guest related faxes and handling other guest documents
•Keeping record of all necessary stationary and other items of Business Center
•Preparing the revenue report of Business Center and forwarding to Department Head and Finance department at the end of every month
Guest Relation
•Guest Escorting
•Handling guest Complains
•Room blockings and checking the different amenities in rooms
•Handling the VIP guest presenting the flower bouquet on their arrival
•Providing all kind of Hotel and City Information to our guests
•Arrangements of Air Ticketing and pick and drop to Airport
• Arrangements of celebrating the Guest’s Birthday, presenting flower bouquet and Birthday cakes to guest
•Arrangements to preparing the Bridal Room.
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