Departmental Secretary
M.H Alshaya
Total years of experience :6 years, 8 Months
•Liaising with staff in other departments and with external contacts.
•Maintaining a friendly & helpful approach with colleagues internally and externally.
•Addressing to the colleague problems and providing instant solutions (whenever possible).
•Ordering and maintaining stationery and equipments.
•Sorting and distributing incoming communications to the team.
•Liaising with Travel Desk to book travel and accommodations.
•Organising and storing paperwork, documents and computer-based information.
•Pulling statistical data from system and updating the business on weekly basis.
•Arrange conferences, meetings, and travel reservations for office personnel.
•Handling information sensitively and confidentially, whilst using initiative.
•Monitoring and recording the department’s time and attendance discreetly and confidentially.
•Organising and maintaining line Managers calendar and appointments.
•Recording movements of all the operators for all the Mena regions and distributing the same to the business.
•Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
•Screening telephone calls, scheduling interviews, researching the Internet to locate potential job candidates, scanning resumes, and assisting with planning new employee coordination meeting, compiling materials and maintaining employee database records.
•Performs administrative and office support activities for multiple supervisors. fielding telephone calls, receiving and directing visitors, word processing, filing, and faxing.
•Creating Contracts for employees and updating when required, systematically arranging letters, memorandum, invoices and other indexed documents on self created excel sheets.
•Ordering/Updating/Supplying Office stationary.
•Maintain confidentiality in all aspects of client, staff and agency information.
•Create and modify documents such as invoices, reports, memos, letters and financial statements using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office, QuickBooks or other programs.
•Make travel arrangements for staff, board and volunteers
• Preparation & distribution of company news letters.
• Assistance to Regional Admin & HR Manager in preparing tenders & related documents.
• Assistance to QHSE Manager.
• Co-ordinate & arrange business trips & perdiam.
• Constant co-ordination with IT Dept. for update of company website.
• To maintain database of job seekers.
• Perform other job related duties as assigned by Regional Admin & HR Manager.
• File management
• Assure all callers receive service, which is prompt, friendly, courteous and helpful.
• Track and trace shipments in adherence to DHL's network trace standards and investigate thoroughly undelivered, returned, delayed, lost, damaged and held shipments.
• Ensure that the customer is fully updated on any query or issue within the agreed time.
• Highlight any recurring problems that are manifested through traces.
• Deal with customer complaints and take all possible actions to resolve them.
• Provide customer feedback to others in the organization
• Meet service level and response time objectives
• Meet quality objectives
• Perform customer identification
• Perform shipment identification
• Record sales leads and operation leads
• Record customer complaints.
• Ensure all security procedure for all shipment received is follow.
• Ensure that all shipments arriving at the express center are scanned arrival whether delivered through the front counter or will be Hold for Collection.
• Cold calling, Tele-marketing.
• Primary market research, collection of data both over the telephone as well as personally.
• Analysis and interpretation of assembled data.
• Formulation, written and oral presentations of project reports to the top management and clients.
Currently Pursuing BBA from Shaheen institute