Department Coordinator
Dubai Trade FZE
Total years of experience :11 years, 3 Months
❖ Provide administrative support to senior managers in a manner consistent with the department goals and objectives.
❖ Organize business travel arrangements for senior managers, as required.
❖ Prepare agendas and make arrangements for committee, board, and other meetings and take minutes.
❖ Prepare invoices, memos, letters, budgets and other financial statements and relevant documents using MS Office.
❖ Create, maintain and update an efficient database of internal/external clients and archive all information received by the department, electronically or paper, for reference and documentation purposes.
❖ Oversee and if required, analyze, sort, prioritize and distribute all incoming correspondences, including faxes, memos, and submissions, to concerned person thereby ensuring a smooth flow of communication.
❖ Preparing correspondences on behalf of the department for arising external queries and other routine enquiries.
❖ Handle petty cash for miscellaneous expenses, and place orders for office equipment, stationery items as per department requirements.
❖ Review departmental documents prior to submission, to ensure accuracy of data and compliance with company established formats, procedures and policies, and recommend revisions as required.
* Ensuring effective and efficient use of the CEO's time through careful and swift prioritization, organization and documentation management. Responsible for managing the itinerary, documentation and record-keeping for the CEO Office.
* Manage meetings for the CEO ensuring the calendars, agenda/topic, attendees, presentations, equipment and catering are all clearly organized and communicate in advance.
* Accurately complete personal and corporate travel booking requests given by the CEO.
* General assisting the General Manager with his emails.
* Handling inbound phone calls.
* Helping customers over the phone with any question they have.
* General office admin and duties (office management).
* Provide proactively commercial, operational and administrative (sales) support to your colleagues using existing administrative systems and taking procedures into account.
* Coordinate and execute sales orders including (but not limited to) optimization of processes and workflows.
* Drafting and editing formal letters in both Arabic and English.
* Emailing delivery tracking details, POs and SOs.
* Creating orders with shipping/courier companies.
* Entering new organizations and debtors into the system.
* Monitoring status of all orders.
* Creating goods receipts and material issue notes from the system.
* Processing and emailing sales order and work order invoices to customers.
* Managing CEO mails and calls, replying and following up on important calls and emails’ issues according to CEO instructions.
* Dealing with higher senior levels if required.
* Greet CEO visitors and schedule meeting timing.
* Organizing CEO personal calendar, agenda, flights, holidays with confidence.
* Attending meetings and prepare minutes of meetings.
* Coordinate between the other departments (Human Resources, Accountant, IT, Transportation…etc) if needed to follow up on related issues.
* Preparing certificates (salary - to whom who concern - no objection to travel or issuing driving license - appreciation) and takes the necessary appropriations for each.
* Sending annual and emergency leave requests for workers and employees to the Human Resources Department after the approval of the CEO.
* Make reports using various software packages: Word, Excel, PowerPoint.
* Dealing with other office staff for any daily help required.
* Implements policy and procedures.
* File paperwork and documents according to the office system.
* Other duties signed by CEO.
As an HR Officer:
* Making sure that staffs get paid correctly and on time.
* Receiving staff requests for leave, emergency, overtime and any other related requests and processing their requests and making sure for taking necessary approvals.
* Making contracts and describing job descriptions for new staff.
* Looking after the health, safety and welfare of all employees.
* Organizing staff training sessions and activities.
* Monitoring staff performance and attendance.
* Advising line managers and other employees on employment law and the employer's own employment policies and procedures.
* Ensuring candidates have the right to work at our organization.
* Aware of the UAE labor Law in visa requirements and employees benefits.
As an Executive Secretary
* Use a variety of software packages to produce correspondence and documents and maintain presentations, records, spreadsheets and databases.
* Manage projects and contribute to committee and teamwork.
* Devise and maintain office systems and procedures.
* Complete forms in accordance with company procedures.
* Maintain file records in soft and hard formats systematically.
* Greet visitors and callers, handle their inquiries, and direct them to the appropriate personnel according to their needs.
* Inform General Manager of any messages taken in his absence.
* Perform various translation works on behalf of the management.
* Communicate via email and send to the concerned the copies of the minutes of the meetings prepared.
* Liaise with staff in other departments and with external contacts.
* Manage and maintain budgets, as well as invoicing.
* Managing Social Media websites (Twitter - Facebook - Instagram).
* Arrange both in-house and external events.
* Assist in Sales/Marketing documenting support and Event preparation and execution.
As a Remote HR Coordinator:
* Assist and coordinate with the individual branches OR HRD for related HR Requests, recruitment and payroll.
* Maintain attendance and leave a record of all employees according to the standard.
* Administer compensation and benefit plans.
* Schedule and confirm appointments for clients, customers, or supervisors.
* Maintain up-to-date and complete employee information and documentation.
* Assist HR Central office in arranging training programs/training schedules.
* Aware of the UAE labor Law in visa requirements and employees benefit.
❖ Provide clerical and administrative support to the principal, vice principal and
teaching staff as directed.
❖ Ensure that the school operates in a consistently organized manner every day.
❖ Maintain all recordkeeping for students and staff.
❖ Maintain student and staff confidentiality in all circumstances.
❖ Track attendance and absences; use reporting software and generate reports
for internal and external use.
❖ Use common computer hardware and software with facility and under
pressure.
❖ Manage multi-line phone systems and public address systems.
❖ Perform payroll, benefit, petty cash and school funds transactions,
recordkeeping and data entry.
❖ Perform general office duties such as answering telephone inquiries, filing,
emails, spreadsheets, and journal entries on a daily basis.
❖ Strong communication, interpersonal and organizational skills.
❖ Ability to work with minimal direct supervision.
❖ Provide services for teachers, administrators and students like typing,
proofreading, editing, processing daily mail.
❖ Compose and typeset correspondence and newsletters.
❖ Maintain the integrity of information systems, databases, and office files.
❖ Prepare and circulate curriculum documents.
❖ Book rooms and meeting resources and consumables.
❖ Attending meetings; recording and distributing minutes.
❖ Coordinate internal and external meetings appointments, events, workshops, seminars and special events.
❖ Maintain records with a high degree of accuracy.
❖ Work as part of a team.
❖ Direct a team with facility and courtesy.
❖ Work with frequent interruptions.
My Duties:
* Answering incoming phone calls from current and potential customers.
* Handling complaints explain the company's policies.
* Opens customer accounts by recording account information.
* Provide information about products and services.
* Communicating with customers, whether face-to-face, over the telephone, over the Internet.
* Making sales in certain situations, such as encouraging customers to upgrade to better products or services.
* Using Photoshop in making fliers and pictures to market the company.
* Attracts potential customers by answering product and service questions; suggesting information about other products and services.
* Opens customer accounts by recording account information.
* Maintains customer records by updating account information.
* Resolves problems by clarifying the customer's complaint; determining the cause of the problem; selecting and explaining the best solution to solve the problem; expediting correction or adjustment; following up to ensure resolution.
* Contributes to team effort by accomplishing related results as needed.
* Prepares product or service reports by collecting and analyzing customer information.
* Contributes to team effort by accomplishing related results as needed.
Earned commendations for teamwork, flexibility and work excellence in providing IT support to students and faculty. also studied below subjects: 1 - Advanced accounting. 2 - Auditing 3 - Kinds of Investments. 4 - Cost Accounting. 5 - Organizational Behavior. 6 - Economical Issues. 7 - Managerial Information System. 8 - Money and Banking 9 - Human Resources 10 - Marketing 11 - Public Relations 12 - Management. 13 - Customer Service
