personal & Executive assistant / recruiter
Zircon Decor
Total years of experience :7 years, 4 Months
• Handle and prioritize all outgoing and incoming correspondence (e-mail, letters,
quotations, etc.)
• Responsible for writing reports, archiving materials, and managing files, while
ensuring that documents are accessible across all departments.
• Efficiently manage the calendar for all appointments and ensuring optimal use of
time.
• Providing daily report to general manager on the status of all current projects.
• Efficient Preparation and Management of documents to be submitted to the clients.
• Perform research tasks and prepare presentations or reports as directed by the
manager.
• Coordinate and accelerate the progress of high-priority tasks by liaising with
relevant managers, engineers, consultants, and contractors.
• Collaborate with consultants and contractors to facilitate the exchange of various
reports, drawings, submittals, and other pertinent documents and issues.
• Support in the preparation of project quotations, quantity schedules, and projectrelated communications.
• Coordinate travel logistics including ticketing, hotel accommodations, transportation,
and other related arrangements.
• Manage recruitment, onboarding, and employee relations.
• Leading the hiring process by posting job openings, screening resumes, scheduling
interviews, and coordinating with hiring managers.
• Keeping accurate and up-to-date records of employee information.
• Overseeing performance evaluation.
* Handle and respond to business emails and correspondence in a professional and
timely manner.
• Efficiently manage the calendar for all appointments and events, ensuring optimal
use of time.
• Ensuring that the Manager is briefed regularly on events and important information.
• Providing daily report to general manager on the status of all current projects.
• Act as the point of contact between the manager and internal/external clients and
staff.
• Maintain effective communication with guests and internal teams to relay important
information or changes.
• Assist in the strategic planning and organization of events as a valuable resource to
the management team.
• Preparing documents for meetings and take the meeting minutes as required.
• Make travel arrangements.
• Assisting in the recruitment process by posting job openings, screening resumes,
scheduling interviews, and coordinating with hiring managers.
• Follow up with each department in the office to track their tasks and ensure that
everything is on track.
• Ensure all projects are delivered on time, within scope and budget.
• Managing the relationship with clients and all stakeholders.
• In charge of petty cash, keeping a clear record, and uploading necessary
documents to the reconciliation folder.
• Any additional related tasks directed by the manager.
- Update financial spreadsheets with daily transactions.
- Prepare balance sheets.
- Track and reconcile bank statements.
- Create cost analysis reports (fixed and variable costs)
- Process tax payments
- Support monthly payroll and keep organized records.
- Record accounts payable and accounts receivable
- Process invoices and follow up with clients, suppliers and partners as needed.
- Provide administrative support during budget preparation.
- Participate in quarterly and annual audits.
- Creating, sending, and following up on invoices.
- Reporting discrepancies.
- Suggesting improvements in accuracy, efficiency, and reducing costs.
- Register the beneficiaries.
- Prepare monthly plans for work and coordinate matters related to the department.
- Collect data from all community centres and cross them to ensure non-duplication.
- Coordinate with the other departments to give priority to the special cases referred to the department.
- Collect the reports from the other centres and preparing a comprehensive weekly and monthly report for the department.
- Evaluate and prepare the course, equip the special hall and course requirements.
- Follow-up and create a success story for the department.
Civil Engineering