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Job description / Role
Job Summary:
- Provide full secretarial service to Operations Manager & Operations Department. Provide high-level administrative support by preparing management reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging calls, and scheduling meetings and appointments and support day to day plant operations.
Principle Accountabilities:
Managing General Office Duties
- Maintain and update as required, a departmental filing system, which ensures that documentation is easily accessible
- Deal with collection of mail, faxes, filing and day-to-day general secretarial duties
- Open, sort, and distribute incoming correspondence, including faxes and email.
- File and retrieve operations department documents, records, and reports
- Prepare responses to correspondence containing routine inquiries
- Respond to, on behalf of the manager, straightforward correspondence, queries and enquiries within the established guidelines
Coordinating and Scheduling
- Co-ordinate arrangements for a variety of meetings, internally and externally, assembling appropriate material, as required, to ensure the smooth running of these meetings
- Ensure coordination between her department and other departments and respond to queries
- Arrange on request appointments visits, travel arrangements for the department employees so their time is used effectively, and keep their diaries up-to date.
- Coordinate arrangements and prepare agendas for a variety of meetings, internally and externally, assembling appropriate material, as required, to ensure the smooth running of these meetings and keep the meeting minutes organized
Handling Day to Day Plant Operations
- Fix and control the attendance for Department Heads, ensuring proper compliance with the office timing
- Submit to HR monthly day off schedule of employees
- Arrange birthdays, farewell parties and other gathering for plant team and division head
- Consolidate & prepare departmental Annual Operation Plan reports & presentations
- Be responsible of tracking and implementing the details of daily and monthly meetings
- Contact with suppliers and follow up with payments with Finance for their payments
- Reviewing report and invoices for trailer hire, ensuring all documents and Inter Organization Transfer are correct and within the plan before forwarding the Local Purchase Requisition for Operations Manager signature.
- Maintain and arrange office supplies needed by the team
- Responsible in arranging flight and hotel bookings for the Operations Manager
Assisting on all Ad-hoc and Plant related Projects
- Handle tasks related to the new projects that operations manager is taking part
- Prepare Local Purchase Requisition and all above related plant projects
- Assisting in preparation of transportation and hotel bookings for service engineers as required
- Keeping and maintaining budget tracking report in the system
Requirements
Education, Experience and Skills:
- Bachelor's degree
- Secretarial experience preferably within Operations
- Excellent written and spoken English
- Arabic is an advantage
- Oral and written expression
- Excellent knowledge of MS Office programs (Excel & Power point)
- Knowledge of administrative and clerical procedures and systems
- Typing, planning and organizing skills
- Prioritization, coordination, and follow-up skills
- Communication at all levels and service orientation skills
About the Company
A leading beverage company in UAE.