Shahid Khan

1. Administrative Assistant

Duties and Responsibilities:

• Travel booking – Arrange Flight / Hotels/Visas /Rent a Car (Online/Offline) Booking for managements and external visitors from FMC Global team and incoming guests and prepare vouchers via onboarded travel agent partners. (BCD Travel, Bluz Wings Travel & Guarantee Travel)
• Arranging and booking the meeting as per the management requests serve the visitors by greeting, welcoming, directing and announcing them appropriately answering telephone calls, transferring calls to the appropriate parties and taking down requests for appointments.
• Safeguarded sensitive information through diligent maintenance of confidential documents and strict access controls.
• Delivered excellent customer service through prompt responses to client inquiries, addressing concerns effectively.
• Organized office events such as holiday parties or team-building activities, promoting a positive company culture and boosting employee morale.
• Managed expense reports for executive staff members, ensuring accurate documentation of spending for budgeting purposes.
• Maintained inventory of office supplies and placed orders Negotiated with vendors to reduce office supply costs, leveraging bulk purchase agreements. Monitored office supplies inventory, ensuring availability of essential items without overstocking.
• Organized company events to enhance team cohesion, coordinating logistics and catering for over 20 participants.
• Maintained confidentiality of sensitive information, adhering strictly to data protection regulations Contributed to policy updates, researching regulations to ensure company compliance.
• Maintaining and purchasing of office supplies perform other undertakings such as shopping and running errands relating to the Office.
• Coordinated with vendors to obtain necessary documentation, streamlining procurement processes and expediting delivery times.
• As a Business Sponsor managing and onboarding the new vendors and existing vendors agreement renewal on time such as (Housekeeping/Pest Control/Fire Extinguishers/Travel Agent Partners/Hotels/Pest Control & Disinfection/General Vendors for Office Supplies).
• Arranging a proper filing system for correspondences received or sent, Developing, modifying, and maintaining any other data bases related to own departmental activities as assigned.
• Managing office equipment, including postage machine, printers, fax, photocopier, conference phone and projector and in collaboration with IT support ensure that they are in working condition.
• Coordinate Car Parking Access/Issues to Access with Building Management and ensure the employees allocated parking and any guests can be allocated visitor car parking.
• Organize for damaged office property to be replaced as and when needed and timely maintaining the office store and organize for maintenance companies to perform ad hoc duties.
• Coordinate with building facilities management for any office maintenance issues including AC issues, water, sanitary etc.
• Liaising with the couriers for sending documents and non-documents items within and outside the country dealing with Emirates Post Courier/UPs/ DHL and receive, sort, and distribute daily mail/deliveries.
• Handover marketing promotional materials for dispatch to freight forwarders for necessary shipment to other destination as suggested by necessary stake holders.
• Annual postbox renewal for FMC ME and distribution of all incoming post to the office to the assigned employee/department
• Communicate any messages between FMC ME and third parties effectively and clearly.
• Ensure office girl is supervised and performing duties.

2. Order Management / Documents Controller / Logistic

Duties and Responsibilities:

• Handling all the activities related to Dubai Chamber of Commerce such Invoices/PL/CoO and other officials documents attestation (Online/Offline) and inhouse printing while using DCOC Website.
• Maintain the annual membership renewal with Dubai Chamber of Commerce.
• Legalization of officials documents from the consulates/Embassies and Ministry of Foreign Affairs website (Online/Offline) Ministry of Foreign Affairs, Dubai Courts, Notary Public, embassies/consulates, etc.
• Preparation of letter of credit presentations in co-ordination with Head of Order Management.
• Collection of certificates of origin, cheques, letter of credit documents from banks and other institutions
• Support in tracking and collection of documents for ipace SD controls.
• Tracking & collection of documents for letter of credit submissions required from multiple stakeholders, ensuring strict adherence to letter of credit clauses and UCP 600 guidelines.
• Management of signature process for all sales documents (Offers, Order Confirmations, Payment orders, invoices, credit notes, debit notes) generated from region rep office, in compliance with all ipace controls, signature matrices etc.
• Streamlined document control processes by implementing efficient electronic filing systems
• Precisely and in a timely manner finish all paperwork connected with conveyance of documents.
• Enhanced project efficiency by maintaining accurate and up-to-date project documentation.
• Collaborated with cross-functional teams for seamless document management and adherence to protocols.

3. Procurement

Duties and Responsibilities:

• Create manual Purchase Orders for all offline bookings.
• In charge of Sourcing Suppliers, handling Local Purchase Order.
• Create Shopping cart before purchasing anything for the company.
• Create and extend Vendor Master date in SRM SAP.
• Create and Confirm Purchase Order Requests in SRM SAP.
• Responsible for reconciliation of vendor invoices, Company Credit Card & Petty Cash.
• Negotiated contracts with vendors for cost-effective materials procurement.
• Controlled costs by working closely with procurement and logistics team members.

Duties and Responsibilities:

• Organize periodic renewal of Licenses.
• Arrange visa (work permit, husband sponsored visa, visit visa etc.) for the company.
• Schedule staff’s visa, medical, coordinating with other internal and external departments.
• Collect all appropriate documentation necessary for visa and permits required to be processed.
• Responding to staff queries on Visa/Labour/Passport related matters.
• Ensure all visa, medical and labour permits are up to date and arrange timely renewal.
• Assist in all general inquiries concerning labour and immigration matters.
• Accompany the employee as they exit the country.
• Delivering required documents to concern companies.
• Provides admin support as needed in the clinic whenever its required.

Duties and Responsibilities:

• Selling online shopping Products and meeting customer to supply the products.
• While obtaining orders from customers to ensure the customer satisfaction.
• Explaining and helping customers to know more about and adequately taken care.
• Conducts sales out in the field face to face interactions with both potential and existing customers.

Duties and Responsibilities:

• Responsible for check in and out of guest and managed group bookings to ensure seamless organization of events and accommodations.
• Managing guests with reservations, modifications, and cancellations to meet their travel needs.
• Assigning rooms and assisted guests with check-ins, account inquiries, and any additional services needed. provided information regarding hotel services and amenities.
• Resolved billing disputes promptly, maintaining professionalism and customer satisfaction throughout the process.
• Greeted guests upon arrival and helped Informing guest about the rules and regulations to follow in the hotel.
• Streamlined check-in process to decrease wait times and increase customer satisfaction.
• Making reservations over the phone, electronic reservations and responding to e-mails.
• Maintaining room inventories answering guest queries and assist them in every way possible such as resolved customer problems and complaints.
• Informing housekeeping staff regarding the part of the day that room was vacated by the guest and to ensure rooms were prepared and available on time.
• Handled cash transactions accurately, balancing daily reports at the end of each shift.
• Maximized revenue by upselling room upgrades and additional services.

Duties and Responsibilities:

• Supported front desk team members during peak times, ensuring efficient operations under high-pressure situations.
• Managed group bookings to ensure seamless organization of events and accommodations.
• Resolved billing disputes promptly, maintaining professionalism and customer satisfaction throughout the process.
• Enhanced guest satisfaction by addressing concerns and providing prompt resolutions.

Duties and Responsibilities:

• Responsible for scheduling, supervising and training housekeepers.
• Ensuring that there are enough cleaning materials and placed orders for new inventory when necessary.
• Assigning cleaning tasks, checking that the work is done properly and producing reports for the hours work by employees.
• Release the vacant rooms after housekeeping supervisor inspection to the front office for assigning to the guest.