Office Manager
Damas Jewellery
Total years of experience :15 years, 8 months
• Oversee the day-to-day activities of the office as the main point of contact, keeping management informed of performance with routine and requested reporting
• Provide direct administrative support as needed, including scheduling appointments, meetings, and events, booking travel, maintaining filing system, mailing and shipping packages, and updating contact database and employee list
• Manage all aspects of the office’s space/infrastructure planning (moves, adds, and changes to workstations) and provide answers, resources, and solutions as requested
• Oversee the guest experience and ensure a personal, friendly experience for anyone coming into the office
• Manage relationships, contract and price negotiations with vendors & service providers
• Ensure that results are measured against standards, while making necessary changes along the way
• Allocate tasks and assignments to subordinates and monitor their performance
• Perform review and analysis of special projects and keep the management properly informed
• Participate actively in the planning and execution of company events, celebrations and conferences
• Responsible for developing standards and promoting activities that enhance operational procedures
• Allocate available resources to enable successful task performance
• Oversee adherence to office policies and procedures
• Implement procedural and policy changes to improve operational efficiency
• Oversee office interactions, responding to requests and questions
• Provide extensive support to the Management and a highly dynamic team
• Liaising with staff at all levels and cooperated with multiple institutions
• Draft and proofread required documents such as minutes, reports, and correspondence
• Achieved significant results by identifying process and procedures improvements
Essential responsibilities include but are not limited to:
• Providing all-embracing support to the Board of Directors and general office management
• Effectively managing Executives daily schedules and often-changing calendars
• Serve as a liaison between the Chairman, CEO, CFO, COO, HR Director and Head of Legal and their direct reports
• Track, monitor, and follow-up on projects and action items; work closely with members of the executive team to ensure timely completion of tasks
• Receive, screen, prioritize, and route incoming calls, email, and correspondence. Determine the urgency of responses required and escalate issues as appropriate. Serve as overall gatekeeper for all internal and external communications
• Prepare and draft meeting agendas and assist in the preparation of meeting materials including, but not limited to PowerPoint presentations
• Coordinate all meeting logistics and travel including domestic and international flights, lodging and ground transportation and respond quickly to changes in scheduling
• Participate in the planning of monthly Executive Committee meetings
• Prepare and submit expense reports for the CEO
• Spearhead special projects for the Executives as requested
Including but not limited to:
• Provide administrative assistance including preparing, sending and distributing correspondence, managing daily calendar, coordinating travel, filing and maintains strict confidentiality in daily office management functions
• Receive complaints and concerns from clients and manages resolution of the issues as appropriate or oversees referral of the issues to appropriate other staff member
• Prepare contracts, quotations, job cards, business letters and costing
• Manage purchasing and conducting inventory of office and pantry supplies
• Handle vehicle registration, permits, insurance, service and inspections
• Assist in the application and renewal of company licenses
• Manage document control and database
• Attend front desk calls and queries
•• Supportive role in Sales & Marketing (Website, Social Media, meetings with magazines representatives, conducting industry research)
• Focus on effective teamwork with the capability to work autonomously
• Collecting information about upcoming, currently running and not finalized projects in order to help with providing smooth workflow, addressing & resolving problems, taking necessary actions, F/Ups
• Screen, distribute and respond to inquiries, calls, mails and correspondence
• Handle direct and telephone contact with clients and suppliers
• Ensure effective and accurate flow of information
• Liaising with all staff and delegating responsibilities
• Managing the calendar and schedule
• Managing clinic area including cleanliness and supplies
• Reporting directly to the Manager
• Provided extensive support to the Senior Executive Manager and a highly dynamic team, along with general office management, served as the primary point of contact
• Screened, distributed and responded to inquiries, calls, mails and correspondence
• Ensured office supplies and professional appearance of the office
• Managed the Executive Manager’s calendar and daily schedule, informed of upcoming commitments and responsibilities, followed up appropriately
• Liaised with staff at all levels to ensure effective and accurate flow of information
• Drafted and proofread required documents such as minutes, reports, and correspondence
• Planned and organized meetings (prepared necessary materials and presentations)
• Organized complex domestic and international travel arrangements and itineraries
• Planned, organized and managed events
• Performed varied financial duties
• Built and maintained relationships with a wide array of people from diverse backgrounds including business and government
• Independently researched, collected, analyzed and reported information
• Ensured protection and managed confidential information and classified documents
• Reputable for providing compliance with all company procedures and policies
• Increased office efficiency by creating and managing system of filing office records and documents
• Supervised and trained over 40 people in company policies and in internal electronic systems
• Provided all-embracing support to the Board of Directors (facilitated leading the company)
• Cooperated with internal staff at all levels and interacted with external clients
• Managed the agenda of senior executives to ensure the screening and prioritization of appointments
• Managed travel arrangements
• Arranged, organized and coordinated meetings and events
• Drafted business correspondence
• Handled direct and telephone contact with suppliers and logistic companies
• Monitored supplies of coal and biofuels (prepared daily reports and analysis)
• Worked in Procurement Department and in Department of Quality Management
• Scheduled the Manager’s calendar and agenda on a day to day basis
• Planned meetings, wrote reports and correspondence
• Arranged and organized appropriate travel agendas and necessary contacts
• Maintained an up-to-date department organizational chart
• Cooperated with consulting companies on behalf of the Manager
• Prepared an audit plans, participated in internal audits, helped in implementing Quality management systems ISO 9001
• Provided comprehensive support to the CEO
• Performed general office management
• Received and screened calls and mails to ensure they are properly prioritized and distributed
• Answered routine questions and daily correspondence to ensure standard inquiries are properly addressed
• Followed up on all pending activities to ensure they are timely and properly addressed
• Created and managed databases and filling systems
• Handled calls and mails
• Managed the reception area, including greeting visitors and responding to telephone and in-person requests for information
• Performed general office duties (phone, fax, e-mails, correspondence)
• Supplied office materials
• Planned and organized meetings and prepared conference rooms
• Organized events
