Hire Desk Controller/Accounts Support

• Mar 2013 - Present

• The first point of contact for hires and attached queries that come in both over the phone and via email. • Allocates assets/equipment and manpower to different projects on daily basis • Ensures the accuracy of database for manpower, assets/equipment, and other resources in the system. • Coordinates with all departments within the division and the company to ensure maximum utilization of resources in order to achieve departmental objectives. • Tracks and monitors the availability of assets/equipment, manpower, transportation and other resources in order to match it with the project specific requirements and ensure that the requirements are met. • Ensures each operation receives the requested personnel, assets and resources as per the daily, weekly and monthly requirements. • Assists the Divisional Head to ensure smooth operations in the division by timely reporting any issues, concerns or suggestions to him regarding operations, resource availability and utilization. Performs other related activities: • Prepares quotations drafted by Sales Engineers. • Maintains job files. • Communicates with customers for renewal of ongoing jobs, new job and closing job. • Ensures documents are properly filed. In charge of the hire documentations from the receipt of the Purchase Order from the customer, i.e. Picking List, Hire Delivery Note, transportation and manpower up to the off hire. • Follows up with clients for customer service and feedback. • Coordinates within department of operations and maintenance. • First point of contact for client-related to job. • Responsible for all department documentation maintenance and safe storage. • Prepares Internal and External office correspondence. • Prepares monthly invoices and reports I.e. financial (Hire weekly Run Rate, Monthly Income, Monthly Projection, Utilization Report, Monthly Summary of quotation-awarded, lost and pending, and Cross Hired Equipment report) • Provides support to dewatering division as well Show less

Secretary/Document Controller/Receptionist

• Aug 2010 - Present

• Attending to all incoming telephone calls/enquiries. • Responsible for recording all incoming and outgoing correspondence and its distribution to the concerned staff. • Prepares fax, quotations, method statements, letters and reports drafted by engineers of the company on MS Word Document and Microsoft Excel sheet and on Insphire System. • Handling of passports, work permits of Employees. • Maintains and updated Employees’ data base (i.e. passport details, visa and work permits, and bank details, etc). • Prepares report for Emirates’ ID, visa or work permit renewal two months prior to expiry. • In-charge of on-line application for Dubai Municipality, TECOM, RTA and Sharjah Municipality for discharge permission/NOC. • Prepares cheques, LPO (keeps an updated file), debit notes, Proforma Invoice. • Responsible for the courier preparation of documents. • Prepares custom purpose invoices, packing list and airway bills of consignments/shipments to agents and customers. • Prepares internal memos, e-mail correspondence, various circular, meeting appointments, and meeting agenda. • Maintains updated list of active projects or on hire jobs. • Air ticket booking including Marhaba Services and hotel accommodation for guests (UK Management) and employees. • Maintains an updated Document Control Room (in-charged in all filing and retrieving of Company records) • Follows up on submitted quotations to the clients through phone call or e-mail. • Prepares a weekly report on weekly planner, daily visits and quotations conducted by the Sales Engineers and submits to the General Manager. • Prepares and updates company profile for submittals. • Prepares and maintains Customers’ database. • Responsible for the preparation of required documents to secure permits from the authorities. • Responsible in the purchase of office supplies. • Performs other related function as maybe assigned by the General Manager. Show less

Administrative Officer

• Dec 2009 - Jul 2010

• Monitors daily attendance sheet. • Coordinates with Departments and Section on employees’ annual leave schedule, emergency leave and its approval. • In-charge of Visa matters, i.e. application, renewal and absconding report. • Maintains an updates Employees’ personal information in the system i.e. Fly Pal and SC software • Leave Settlements paid and unpaid. • Prepares, releases and maintains record of resignation and termination memos for staff after HR/Administration Manager and Chief Executive’s approval. • Team member of grievance and complaints’ committee. • Coordinates with Operation Department for flight schedules. • Prepares warning letter to concerned employee when necessary. • Monitors the clearance from all departments for the preparation of final settlement by Accounts Department. • Attends Labour issues i.e. disputes between the Company and Employee at Labour Department (DAFZA) • Other duties as maybe assigned by the HR/Admin Department Manager or the CEO. Show less

Personnel Officer/Secretary

• May 2006 - Oct 2009

Hired as Administration Secretary and covers the Personnel Officer’s duties PERSONNEL OFFICER • Monitors and Guides duties of Document Controller, Personnel Clerk, Settlement Clerk, Payroll Clerk and Manpower Clerk. • Coordinates with sites, departments and projects on employees’ annual leave schedules and its approvals. • Responsible in monitoring the emergency leave application and its required undertakings and other documents to support the urgency of the emergency leave and secures final approval from Administration Manager. • Enters/Updates personnel and pay information of employees in the system. • Monitors Leave Settlements. • Issues and records resignation and termination memos for staff after the Administration Manager’s approval • Investigates any grievance complaints of the artisans and review thereof in consultation with Administration Manager • Coordinates with Labour Administrator on Accommodation Allocation of Staff. SECRETARY • Maintains adequate individual personnel records. • Prepares and submits HR/Admin. reports required from the department • Updates employees’ records, files • Prepares pertinent papers, e.g. offer letter, termination letter, acceptance letter, , salary transfer letter, salary increment, etc • Prepares leave settlement, salary settlement to be forwarded to Accounts Department for payment preparation. • In-charge of the schedule of applicants’ interview. • In-charge of hotel & flight bookings of employees. • Prepares visa applications and follows up Visas. • Monitors daily attendance of employees. • Prepares monthly payroll of the employees (Assigned to Admin. Dept.) • Registers information of newly hired staff in the system. • Prepares daily schedule or appointment of the Manager. • Responsible of the office correspondence. • Performs other related function as maybe assigned by the HR/Admin. Manager. Show less

Medical Secretary

• Apr 2005 - Mar 2006

Attended to patients and performed i.e. ECG Prepared Doctor's schedules Attended to patients and performed i.e. ECG Prepared Doctor's schedules

Personnel Assistant

• Oct 1999 - Jun 2004

Assigned at HR and Personnel Department basically in-charge of monitoring Personnel records i.e. attendance, personnel concerns. Assigned at HR and Personnel Department basically in-charge of monitoring Personnel records i.e. attendance, personnel concerns.

Adminsitrative Staff

• Oct 1998 - Apr 1999

Secretary cum Accounting/Payroll Assistant

• Aug 1993 - May 1995