Secretary/Document Controller of the Finance Manager
Ramco Trading & Contracting
مجموع سنوات الخبرة :22 years, 4 أشهر
Assist Finance Manager in the planning and preparation of conferences.
Attending Meetings, taking minutes and keeping notes.
Creating and maintaining filing systems, keeping diaries & arranging meetings/appointments.
Prepare memoranda, correspondence, and other documents and reports in a highly sensitive and confidential nature.
Provide efficient and orderly manner in controlling documents and files. Maintain an orderly filing system and systematic retrieval of information.
Receive, open and distribute the incoming mails and distribute to the concerned person and put up to Manager’s attention.
Preparation of daily reports/monthly reports of work progress, Proper Document control of all the types of papers handling.
Take part and assists the Finance manager in preparation of presentation to the Clint’s /Management/Third parties etc.
Preparation of Letter of Credits (LC’S), Letter of Guarantee (LG), Bid Bond, Shipping Guarantee, Performance Guarantee, Advance Payment Guarantee and all other required documents.
Follow up for letter of Credits.
Handing all the activities of staffs and workers account opening affairs. (Opening, Activation, delivery, lost & replacements )
Preparation of expenses analysis and comparing with last month expenses and submitting the reports with reasons to the Finance manager.
Checking Employee salaries, vacation settlements & End of service settlements.
Manage Hotel & Ticket Bookings.
Assist the Finance Manager as requested.
Provides secretarial and administrative support to the General Manager.
Coordinates work with other executive and support staff to ensure a high performance, customer service-oriented work environment.
Preparing correspondence, and other documents and reports to the General Manager.
Prepares agenda and meeting and typed minutes for various meetings.
Maintains the General Manager’s calendars, coordinates, arranges and confirms meetings.
Receives telephone calls, providing information and handling issues that may require sensitivity and use of sound, independent judgment.
Reviews, determines the priority of incoming correspondence, reports, requests and instructions and handle or refer them as directed.
Performs other duties as assigned.
Directly reporting to the Administration Manager.
Monitor the Financial system in order to ensure that the finances are maintained in an accurate and timely manner which includes but not limited to :
Implement financial policies and procedures
Prepare and reconcile general bank statements
Establish and maintain supplier accounts
Ensure transactions are properly recorded and entered into the computerized accounting system.
Prepare income statements
Assist with the annual audit
Maintain financial files and records
Supervise administrative services which includes.
Manage the filing, storage and security of documents
Respond to inquiries
Maintain insurance coverage’s
Supervise customer services and respond to customer inquiries
Assist with preparation and advertising of contract documents
Preparation of employment contracts.
Perform other related duties as required.