Executive Secretary in Al Dar Properties
Al Dar Properties
مجموع سنوات الخبرة :15 years, 4 أشهر
Executive Secretary in Al Dar Properties
(Abu Dhabi World Trade Center And Souq project )
2016 Till Present.
Duties and Responsibilities:
o Front office: Meet and Maintain good public relations the with customers, tenants and owners of the WTC Mall & Souq, and follow up with their requests.
o Review incoming And Outgoing correspondence.
o Follow up with the business unit department, that’s to provide confirmation and approvals on work permit request to execute the work inside Mall, by tenants/ contractors/service providers etc.
o Follow up lease or rental agreements for tenants.
o Review invoices and coordinate with related accounting department for payment processing and confirm with the customers, tenants and owners in (WTC & Souq ).
o Follow up on the required approvals and signatures from Al Dar Properties HQ.
o Responsible of the lease contracts as the new government lease contracts, in addition to coordinate with
Abu Dhabi Municipality regarding the new leasing system (Tawtheeq).
o Carry out any other duties as assigned by the GM or other MDs' thorough knowledge on regular operations of shopping mall.
o To carry out all duties in a responsible and professional manner, work collaboratively with colleagues and show initiative and flexibility in meeting the necessary priorities so as to enhance the efficiency of the Authority.
o To support the director, Section head and Project managers.
o Preparation of progress reports for contracts ongoing activities &monitoring the date of collection processes (Monthly, Quarterly and yearly progress reports).
o Arrange, attend and minute contract and other meetings, Scheduled meetings. Preparation of agendas, collation of reports and papers required for the meetings and monitoring the implementation of agreed actions on behalf of the Project Managers.
o Updating the common excel sheets and data base.
o Drafting and preparing all letters for the director, Section head and the contract manager and follow up their issuance.
o Recording, Tracking, Follow Up the assigned letters with the Authorized person.
o For external letters replies (Drafting and preparing base on GMO Required Format).
o Scheduling the requested meeting to the director, Section head and Project managers.
o To processing invoices or other financial documents as required.
o Filling the payment forms.
o Preparing the required presentation by the director, Section head and Project managers.
o To help compile key performance indicator data for use at a range of meetings, including contractor meetings, internal management meetings, Authority meetings, etc.
o To carry out trend analysis of this data, comparing past performance, etc.
o To assist Project Managers in the development and maintenance of contract registers databases, contract management manuals, contract files, etc.
o Ensuring that clear and current records are kept for future audit purposes, including the control of superseded documents.
o To assist the project managers in the procurement of Authority services, including issuing tender documentation, managing enquirers and clarifications from tenderers, arranging the receipt of tenders, etc.
o Assist, under the direction of Project Section head, with any research to support the contracts and operations of the Authority.
o To be the main contact point for preparation, collection and finalization of contract documents and other reports.
o To create accounts, schedule and give all necessary information to the customer in order to provide excellent customer service.
o Taking complaints and questions from customers, that are answered in an orderly manner, with respect to the company's standard, in an appropriate listening, questioning and empathetic way.
o To identify and report all critical cases to the Management to ensure required intervention in early resolution.
o To assist in preparing monthly sales reports and daily closure of the sales.
o Experience and ability of leading the team in the absence of the Manager.
o To check validity of documents submitted by Sales.
o To conduct briefing for Sales & Service Officers on documentation.
o To maintain and send approved documents to documentation team on daily basis.
o Advise clients on market conditions, prices, mortgages, legal requirements and related matters.
o Evaluate mortgage options to help clients obtain financing at the best prevailing rates and terms.
o Negotiate payment/settlement of accounts
o Contacting clients for outstanding payments
o Evaluate the debtors intent and ability to pay outstanding arrears
o Liaise with clients and provide advice on collection matters
o Follow up with clients on a monthly basis by sending Statement of Accounts
o Complete detailed and informative notes on files.
o Run and execute day-to-day activities of a real estate business unit.
o Handle and process customer needs and requirements relating to real estate deals.
o Interact with clients, owners, tenants and lessees and handle their requests and needs.
o Assist and support real estate attorney in handling litigation cases.
o Prepare drafts, agreements, leases and other related documents
o Maintain and manage all databases relating the real estate functions and activities.
o Ensure compliance of all laws, local, state and federal laws relating to real estate transactions.
o Provide assistance to the real estate administrator.
o Handle and screen incoming calls relating to real estate deals.
o Manage and monitor lease administration from both the sides of landlord and tenant.
o Maintain and organize real estate documents, agreements and lease records.
o Track and monitor payments and obligations.
o Coordinate with real estate attorneys in handling legal issues.
o Handle multiple real estate and construction projects.
o Maintain and manage client database with details of deals, contracts and payments.
o Assist and support a team of real estate agents in capturing new business.
o Support real estate administrator in handling sales, leasing and rental activities.
* Since 2011 up to present working as Executive Secretary, Assistant in Sales and Customer Relation Management department & Assistant Collection Manger in Al Qudra Real Estate Company - Abu Dhabi
Tasks and Responsibilities: o To create accounts, schedule and give all necessary information to the customer in order to provide excellent customer service.
o Taking complaints and questions from customers, that are answered in an orderly manner, with respect to the company's standard, in an appropriate listening, questioning and empathetic way.
o To identify and report all critical cases to the Management to ensure required intervention in early resolution.
o To assist in preparing monthly sales reports and daily closure of the sales.
o Experience and ability of leading the team in the absence of the Manager.
o To check validity of documents submitted by Sales.
o To conduct briefing for Sales & Service Officers on documentation.
o To maintain and send approved documents to documentation team on daily basis.
o Advise clients on market conditions, prices, mortgages, legal requirements and related matters.
o Evaluate mortgage options to help clients obtain financing at the best prevailing rates and terms.
o Negotiate payment/settlement of accounts
o Contacting clients for outstanding payments
o Evaluate the debtors intent and ability to pay outstanding arrears
o Liaise with clients and provide advice on collection matters
o Follow up with clients on a monthly basis by sending Statement of Accounts
o Complete detailed and informative notes on files.
o Run and execute day-to-day activities of a real estate business unit.
o Handle and process customer needs and requirements relating to real estate deals.
o Interact with clients, owners, tenants and lessees and handle their requests and needs.
o Assist and support real estate attorney in handling litigation cases.
o Prepare drafts, agreements, leases and other related documents
o Maintain and manage all databases relating the real estate functions and activities.
o Ensure compliance of all laws, local, state and federal laws relating to real estate transactions.
o Provide assistance to the real estate administrator.
o Handle and screen incoming calls relating to real estate deals.
o Manage and monitor lease administration from both the sides of landlord and tenant.
o Maintain and organize real estate documents, agreements and lease records.
o Track and monitor payments and obligations.
o Coordinate with real estate attorneys in handling legal issues.
o Handle multiple real estate and construction projects.
o Maintain and manage client database with details of deals, contracts and payments.
o Assist and support a team of real estate agents in capturing new business.
o Support real estate administrator in handling sales, leasing and rental activities.
o Greeted patients entering the clinic in a positive and professional manner.
o Scheduled appointments for the doctors and gave appointments to the patients.
o Called the insurance companies regarding the approvals and accepted insurance cards.
o Answered incoming telephone calls, determined purpose of callers, and forwarded calls to appropriate personnel or department
o Answered questions about organization and provided callers with address, directions, and other information
o Created and printed fax cover sheets, memos, correspondence, reports, and other documents when necessary
o Performed other clerical duties as needed, such as filing, photocopying, and collating.
o Called the insurance companies regarding the approvals and accepted insurance cards.
o Answered questions about organization and provided callers with address, directions, and other information
o Handling Customer complaints and solving the problems.
o Reporting to the Head of Department regarding the daily operation
o Collaborate with the Head of Department in the continual review and improvement of the department’s policy and procedures and work instructions as well, recommended improvements on the work processes based on the existing quality management system of the hospital.
o • Providing Executive Secretarial support to Top Management.
o Managing all internal and external incoming and outgoing Department correspondences.
o Overseeing electronic and manual filing systems.
o Providing excellent customer service support for internal staff and visitors.
o Collaborates with insurance department to follow the pending requests approvals and rejected ones.
o Preparing the bill sheets and cost sheets for the in-patients as per their insurances or on cash basis.
*since 2009 -2011 working as secretary in Patient Service Department "Al Noor hospital airport road"-Abu Dhabi
Tasks and Responsibilities: o Greeted patients entering the clinic in a positive and professional manner.
o Scheduled appointments for the doctors and gave appointments to the patients.
o Called the insurance companies regarding the approvals and accepted insurance cards.
o Answered incoming telephone calls, determined purpose of callers, and forwarded calls to appropriate personnel or department
o Answered questions about organization and provided callers with address, directions, and other information
o Created and printed fax cover sheets, memos, correspondence, reports, and other documents when necessary
o Performed other clerical duties as needed, such as filing, photocopying, and collating.
o Called the insurance companies regarding the approvals and accepted insurance cards.
o Answered questions about organization and provided callers with address, directions, and other information
o Handling Customer complaints and solving the problems.
o Reporting to the Head of Department regarding the daily operation
o Collaborate with the Head of Department in the continual review and improvement of the department's policy and procedures and work instructions as well, recommended improvements on the work processes based on the existing quality management system of the hospital.
o • Providing Executive Secretarial support to Top Management.
o Managing all internal and external incoming and outgoing Department correspondences.
o Overseeing electronic and manual filing systems.
o Providing excellent customer service support for internal staff and visitors.
o Collaborates with insurance department to follow the pending requests approvals and rejected ones.
o Preparing the bill sheets and cost sheets for the in-patients as per their insurances or on cash basis.
* Leadership in scouting movement.
* Good skills in different kinds of Arts.
* Ability to work under pressure.
* High teamwork abilities.
* Able to learn new tasks quickly and hard worker
* Professional Personal Appearance.
* Experience in financial services/real estate
* Organizing and Planning.
* Self-Motivated.
* Knowledge of Administrative Procedures.
* Knowledge of Computers and Software
* Basic accounting knowledge
• International Computer Drive License (ICDL)
* 2D designing for printing works.
• 3D animating media for presentation and show works.
• Web Static Designing.
• Compositing video materials.
• Effects creating and color correcting
• Excellent Knowledge of Internet and MS Office
• Excellent Knowledge of Computer Maintenance "Software & Hardware".
Master degree in Graphics & Multimedia 2008.
Graduation Project: Computer Maintenance (A+). Graduation Project Grade: Excellent
*Bachelor degree 2003-2007 Monufia University Faculty of Specific Education: Technology department - Computer major. Grade: Very good Graduation Project: Computer Maintenance (A+) Graduation Project Grade: Excellent