1. Emails :- (Incoming & Outgoing)
Incoming mails:-
 Forwarding all incoming invites regarding exhibition/seminar/training, newsletters to GM, Ops Manager and other
staff interested for further action in case of any.
 Mails on meetings, registration to various sites for solar projects, cocktail dinners, & various exhibitions, events to
sign up / register & arranging site passes respectively.
 Junk and clutter mails in main inbox & Alsa Solar inbox (to be checked every day and see whether it needs to be
deleted or transferred to inbox)
 Mails for follow up for documents or reminders on various issues.
 Mails regarding payments (JAFZA, MAGAZINE, EVENTS, exhibitions, membership payments, suppliers etc to
name a few)
 Mails to provide info or request to do a task requested by GM and/or colleagues (on office location, office contact
details, forwarding of legal docs and or other work related docs or forwarding email(s) to the concerned person(s)
as requested by colleagues or any email related query, editing documents, printing documents, filing docs, sending
out forms, filling of forms requested by companies or colleagues or sending staff related legal working docs, or
fixing meetings and agendas and treatment of general emails to name a few)
 Mails to arrange Jafza passes and also sorting out payments of the same.
 Mails regarding telephone bills to be forwarded to the concerned persons for their action.
 Clarification emails (checking if an event is free or not, whether mail is genuine or fake, whether payment has been
received or not, to name a few)
Travel:-
 Travel arrangements:- obtaining flight quotes and approvals, preparing docs like BTA & LPO, follow up for
approvals and then sending them to the agent to release travel vouchers like ticket and hotel booking and also
arranging for other travel vouchers and location maps at site.
 LPO to be sent to agent (to release E-ticket and hotel vouchers)
 Filling soft copies of travel related forms & arranging for travel advances, if required for any trip
 Preparing travel related docs for GM’s trip (including all the meetings, agendas, contact details, ticket, hotel
vouchers, brochures etc)
 Post travel documents include preparation of Business expenses report of trip & Business travel report to be
submitted and follow up till approval is obtained.
Office Management/Admin/H R:-
 Office facilities & complaints like internet connection, phone, printing/photocopy machine, office maintenance
issues, leakage issues, parking remote, ordering of pantry items etc
 Handling petty cash
 Taking care of staff expense reports as and when required.
 Making Compliance Statements for submittals.
 Processing online acknowledgement of DEWA invoices, preparation of DEWA invoices online and follow up for
payment etc. till it is closed.
 Making appointments at Embassies regarding labour issues, location maps, passport and visa related topics and any
other situational issues as and when called for
 Maintaining a list of company Assets and updating it from time to time
 Write ups for awards
 Filling supplier forms or customer prequalification forms as and when received.
 Requesting quotations, catalogues etc. from suppliers as and when required
 Coordinating with H .R & Assisting new employee for the preparation of work requirements and follow up with
Xpand for getting employee paper works done and giving timely updates to candidates & boss on the progress of
the work.
 Preparing daily agenda for GM Organizing for meetings, seminars, trade shows. Registering / signing up GM and
team for events, exhibitions and obtaining passes from time to time
 Keeping track of expired legal documents and following up for various works such as Trade licence renewal,
Chamber of Commerce renewal, and employment documents renewal. Ensuring legal documents like Agreements,
Trade licences, Ejari etc copies are scanned and filed. Also ensuring that agreements like NDA are scanned and
filed
 Making binder of legal docs for the banks for obtaining finance.
 Scanning of visiting cards (from GM & Sales) and updating the business cards database from time to time. Filing
of business cards as per alphabetical wise and country wise in folders.
 Handling online registrations, company vendor registrations (like RTA, EXPO 2020 etc) and keeping track of
online accounts from different companies. (Password file available in word)

2.  Tender submittals – File preparations
 Maintaining and updating Alsa Solar company profile, list of staff and organizational charts from time to time.
 Assisting H R for document approvals and timely submittals of leaves, joining reports etc.
 Maintaining HR CV Database by screening CV’s
 Co-ordinating with third party for new employee’s working documents like visa processing, labour card, Emirates
ID etc.
 Making preps for Exhibitions as and when it happens. Co-ordinating for floor plan and prices.
 Preparing process & process charts & organization charts, Updating organization chart and other related office
documents.
 Making appointments with candidates and customers and or suppliers.
 Dealing with walk ins and directing them to the concerned persons.
 Coordinate & assisting Engineers or Project managers on their requirements such as processing of documents (of
any kind like expense reports, documents for editing, leave docs etc)
 Ensure that working documents (passport copies, labour cards, medical cards, visa copies, Emirates ID ) of teams
are updated and saved in soft copy. Updating the database of validity.
 Various documentation works (filling, editing, typing photocopying, scanning etc)
 Preparation expense reports and Salik for GM & self and timely submittals and also cross checking the same
 Scanning expense reports, leave records of the team (for our records) after approval and submitting it to the
respective departments.
 Sorting of Brochures as per category and filing them accordingly. (Filing all brochures/catalogues/documents
received from companies especially those were given by GM.
 Arranging for courier service as and when required and coordinating with team on receipt of the same.
 Handling all personnel forms/templates/certificates/NOCs for staff.
 Ensuring that we have updated versions of legal documents for company in soft copies including staff documents
 Dropbox set up & management
 Coordinating with Alsa Tech regarding Incoming fax /letters/documents/Inquiries/Invitations and or any other
related works.
 General co-ordination and office works & assisting the team on various matters from time to time.
 Arranging for duplicate remote parking
 Purchase of stationery for the office and organizing the purchase of equipment’s like monitors, lights etc. for office
& staff
 Ordering water, supplies for pantry, stationeries, letterheads, business cards, fire extinguisher etc.
 Arranging sharp technician for configuring user’s laptop for printing and scanning
 Solving timely issues on bills (net)
 Organizing additional items for the office as and when required.
 Handling Incoming & outgoing calls in a professional manner.
Management Folder:-
 Following up with various departments & persons on various topics to get info for management folder form time
to time as per frequency for each information
Letters
 No objection
 Gate pass letters
 To whomsoever it may concern etc
 EOI’s & LOI’s
 Completion certificates
 Invite letters
 Letters for Helen & third party
 Letters / certificates for team as and when required
 Registration letters
 Replies to fax letters
Sales
 Recording new leads by Issuing C & L nos every day and also maintaining and updating the sales funnel & sales
meeting report database and forwarding to the team. Assisting & coordinating with Ramesh/MK/GM/Ops
Manager regarding inquiries & quotations.
 Filing quotes sent

3.  Helping Ramesh to contact schools to get information for meeting.
 Contacting COP21 list of companies – getting details for Ramesh
 Contacting companies (from the link given by KD) who are committed to take action on climate change
 Forwarding all incoming invites regarding exhibition/seminar/training to GM & OM and other staff interested.
 Updated Goal Zero contact lists.
 Making sales binder.
 Checking Masdar website from time to time for updates.
 Uploading tender docs in the respective company’s website as and when required.
Internet account number:- 6.137826.10.00.100000
Land phone 04-5148091
DU SIGN IN ACCOUNT DETAILS
USER NAME irfan.ansar@alsasolar.com
PASSWORD: alsa1234