Office Administrator cum Personal Assistant to GM
Deira Tower Estates LLC
Total des années d'expérience :23 years, 9 Mois
• Manage all administrative tasks including scheduling meetings and conference calls, arranging travel and hotel accommodation.
• Communicate and handle incoming and outgoing electronic communications on behalf of the General Manager.
• Management of staff central records including leave and visa renewals.
• Management of office agreements with contractors. Maintain general filing system.
• Liaison with recruitment agents regarding temporary hire.
• Supervision of office IT equipment.
• Upkeep of office stationery including letterheads, envelopes, receipts, etc.
• Coordination of reception duties, through receptionist, and reception cover.
• Take minutes of meetings, make reports, emails, arranging meetings with clients and contractors and preparing correspondence on behalf of the GM.
• Preparation of bank slips and payment vouchers for contractors.
• Manage invoices and the budget for office stationary and supplies.
• Assisting GM from time to time on various projects
• Well-developed skills in client’s negotiation, telemarketing and sales.
• Keep records of cash and credit sales on daily basis.
• Handling and coordinating office telephonic communications using switch board facility.
• Handling business correspondence and memorandum, office filing of statutory and confidential papers.
• Reviewing customer enquiries, preparing quotations, processing customer sales orders, liaising with suppliers for pricing and delivery details.
• Assisting with the progress of outstanding orders. Entering received shipment into the system.
• Coordinating shipment of orders from the warehouse, preparing delivery notes, documenting for invoice and generating reports as required. Prepares daily and monthly sales reports.
• Maintaining database of the customers and suppliers.
• Handling official travel and accommodation bookings for the sales and general manager. Handling official travel and accommodation bookings for the sales and general manager.
• Provides secretarial and clerical assistance to the administration manager as well as maintain and develop an effective system of confidential information, essential records and documents.
• Assists the prospective clients to the available units. Provides required information about the unit.
• Coordinates to the requests and complaints of the tenant to the owners.
• Records maintenance and handling office filing of statutory and confidential papers.
• Assists as cash custodian, controls and disburse payables.
• Answering calls on behalf of the administration manager.
• Sorts incoming and outgoing mails and faxes.
• Answers the telephone, provides information, takes messages and forward calls to staff or to voice mail system if requested.
• Maintains records of the attendance of the incoming and outgoing managers.
• Operates the paging system.
• Receives and distributes documents and letters of the company.
• Keep tracks of the incoming guests and clients of the company.