Executive Assistant to VP
Dubai Silicon Oasis Authority
مجموع سنوات الخبرة :11 years, 8 أشهر
Maintains Executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
Provides high-level confidential administrative support to the office of the SVP.
Completes projects by assigning work to clerical staff; following up on results.
Prepares reports by collecting and analyzing information.
Secures information by completing data base backups.
Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
Contributes to team effort by accomplishing related results as needed.
Assists the General Manager in all online and administrative works related
to the DTCM Trade and Operating License.
Follow up with critical tasks and ensure deliverance as per the deadline
Provides support to the Executive Office, prepares agendas and minutes of the meetings including Pre opening and Project Meetings.
Handling administrative duties such as office organization, preparing, updating hotel materials, inputting data in various reports daily, weekly and monthly basis.
Prepares checklists of Procurement Items including pre opening operational items and staff related.
Raised Purchase Requisition through Supply Chain Management System and coordinates with Procurement Department and local suppliers on procurement of materials and delivery of items.
Assists the Chief Engineer in all administrative works and monthly reports and Engineering related procurement.
Works closely with HR Team in relations to colleague's Personal Files, Passports, Medical and Health cards.
Works on Oasys system doing rosters and monitoring of clock in and out, attendance and leaves.
Assists Learning and Development in staff coordination on Training Schedules.
Complete and submit various daily, monthly presentations and reports to Management Team.
Performs office administrative works and secretarial duties. Continually
updates all filing systems. e.g., Attendance, day to day maintenance request, PPM card issuing to Technician, Follow up with the purchasing for orders.
Liaise with the Purchasing Officer on all purchase requisitions issued, to
expedite the issue of the local purchase orders and thereafter to expeditethe delivery of goods and/or Services.
Liaise with contractors for anyequipment abnormalities and follow up service schedule as per AnnualMaintenance Contract.
Assists the Maintenance Supervisor when necessary, in the issue of maintenance requests to technicians and handymen to ensure that the works, especially house guest complaints, are satisfactorily attended to and completed within the shortest possible time frame.
Monitors and keeps record of Daily Meter Reading, Maintenance Request, Expenses, Staff Attendance & etc. Schedules meetings for engineeringdepartment and undertake minutes. Prepares/organizes reports forsubmission as per hotel’s standard.
Organizes a vendor’s directory system and keep an updated list of suppliers/ contractors for each equipment.
Performs any other duties and may be assigned from time to time by the Chief Engineer.
Keeps close monitoring Training and development for all
ENG staff, Update their Training.
Updates and follow up opera maintenance request and monitor and updateengineering attendance. Uses SCM PR monitoring and in parallel updating Engineering attendance using OASYS system.
Operates and extracts reports from the Engineering Software (Triton) and update due work orders.
Makes Power Point presentation for the Engineering meetings and projects as required.
Establishes proper business correspondence, reports and forms including those of confidential in nature.
Prepares expense report, departmental monthly attendance sheet, duty
roster and Engineering reports.
Delegate on-line work orders and phone guest complaint from the Guest
Service to the Engineering Staff when necessary.
Obtain quotes, orders and liaise with the purchasing department for the
purchase of materials and tools as needed for department.
Being part of the planning for the guest rooms quarterly PPM plans and
coordinates with housekeeping and front office for the schedule allocations.
Attends to the hotel’s area inspection in either public area or guest rooms to ensure that the points mentioned in the inspection are disseminated properly in detail.
Updates day to day maintenance tasks and projects needed in the operation and reports to the department supervisor.
Attends weekly meeting for the engineering operations updates.
Good knowledge of dealing with computerized Word and Excel processing to
use in the Engineering Software DYNAwin as well as make use of Power
Point in preparing presentation for the Director of Engineer meetings and
projects.
Establishes proper business correspondence, memorandum, reports and
forms including those of confidential in nature.
Maintains filing system for drivers’ data, memorandums and
correspondence; On the PC’s, hard disk within filing system of Chief
Engineer’s office and on Engineering Software DYNAwin. As well as sees to
proper handling, use and maintenance of office equipment, supplies and
cleanliness of the own area and Engineer Director Office.
Establishes minutes of meetings, transcribes dictation from Director of
Engineer.
Answers and channels phone calls, arranges and reminding appointments
for the Director of Engineering.
Receives and screens office callers and visitors schedules and sets up
appointments.
Receives, opens and sorts all incoming mail; dispatches out-going mail.
Prepares expense report, departmental monthly attendance sheet, duty
roster and Director of Engineer’s monthly reports such as the Hotel
Optimizer, Head of Department’s Monthly Power Point Presentation and
P&L reports.
Operate DYNAwin Engineering Software to update due work orders.
Delegate on-line work orders and phone guest complaint from the Guest
Service to the Engineering Staff.
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