Office Manager/EA
Apple Inc
Total years of experience :12 years, 11 months
I joined the company as an EA/Office Manager to establish the new office and to provide proactive support to the Regional team to assist in the achievement of overall targets and ensure the most effective working practices.
Administration Tasks:-
- Provide general administration support to the Sales GM: calendar/diary, process of mgt, and travel mgt
- Office administration management for the sales team
- Support office document workflow (HR, Accounting, payroll, purchasing and travel)
- Tracking and administration of OpEx and T&E budgets, which entails maintaining knowledge of Apple’s internal procedures (i.e. SAP, Purchase Requisitions, web cycle…)
- Liaison with third party suppliers for PO’s etc.
- Travel and meeting arrangements for sales team to include agendas, minutes, and planning
- Assist the team with customer events as necessary, event planning and coordination
- Develop and maintain a thorough knowledge and understanding of internal and external customers, including operational procedures and policies
- Seed-units process control including seed-units stock management and contract administration.
- Mail services - distribution of mail/sorting/courier/dispatch plus reception services if needed.
- General Facilities Management - oversight of janitorial, repairs/maintenance (general & technical), Landlord relations, consumables
- Customer Briefing Centre set-up for events, and meetings
I joined the company as an Office Manager to establish the new office. Assisted Partner in management and relocation of the office.
Administration Tasks:-
- Managing and maintaining the CEO diary including independently scheduling meetings, and arranging travel and booking hotels for him.
- Secretarial and administrative support and perform a variety of clerical tasks including incoming and outgoing mail, and carry out executive responsibilities in order to keep the office functioning smoothly.
- Managing all travel requests/bookings and relationships with our preferred travel agency for 50 staff in GCC region.
- Managing stationary requisitions and supplies & petty cash also all the inward and outward postal and courier services.
- Managing all telephone and IT system issues/problems/new orders with IT Service Company and/or Etisalat and acting as the first point of call for new equipment and software orders.
- Booking meeting rooms for recruitment events and candidates interview.
- Undertaking word-processing & preparing reports and presentations.
- Undertaking File Finder data base maintenance and acting as a data base resource to support assignment research activities.
- Communicate effectively, answer queries and provide information for clients, managers and staff within Sydney office and overseas offices.
Financial Tasks:
- Expense Management: prepare corporate credit card claims, general expense claim for the CEO and the staff.
- Weekly invoice report to be sent to Senior management and UK Finance with commentary and an updated forecast for the month by COB each Sunday
- Ensure Abu Dhabi payroll is sent to UK finance on required due date (changes each month)
- All Abu Dhabi AP invoices and expenses to be approved prior to being scanned and sent to UK finance by COB each Sunday
- Abu Dhabi bank statements with comments to enable reconciliation sent to UK finance by COB each Sunday
- Manage invoicing process for the region and ensure all required
My position helped build my strong communication skills, gave me the opportunity to be involved, to priorities tasks and be flexible in my approach to the busy environment and varied workload.
- Plan and manage administration and personnel affairs, including recruitment, orientation & training, performance evaluation, attendance, vacations, leave, medical insurance, staff files and other personnel affairs.
- Planning and ensuring that the weekly meetings occur and the follow up of all task given to specified employees.
- Maintain an excellent filling system, invoices, order confirmation & follow up for payments, enquiry log and job tracking.
- Serves as a primary point of direct administrative contact and liaison with different departments, individuals and external institutions.
- Provide travel arrangements secretarial support to other divisions, monitor and delegate duties to secretaries, daily back up, assist in the preparation of the company pre-qualification.
- Keeping up to date all records, keeping of contract information, including spreadsheet reports of contract progress and also keeping client details and contractor details files up to date.
- Monitoring staff attendance sheets and leaves control and work as per company’s policies and procedures and abide with internal regulations.
My demanding and varied role, changing with the growth of the group which has an unmatched reputation for delivering quality product and services across all of its businesses.
- Assist the G.M. in preparing feasibility study including (Technical, Marketing & Financial reports) for industrial projects.
- Responsible of the company database, equipment & inventory.
- Familiar with database programming such as co-work, hardcat and any other asset management software.
- Monitoring and tracking of company asset releases and retrievals.
- Assist the Administration department in all the tasks, such as correspondence, electronic files, inquiry, LPO, and provide information by using the telephone, postal mail, fax and e-mail.
- Handling presentations, reports, and documents by using MS Office (Word processing, Excel, Access and PowerPoint), travel arrangements, hotel booking, and events reservations.
- Excellent interpersonal skills, initiative, attention to detail, and follow-through skills.
- Make necessary travel arrangements for staff during their official visit (i.e. Airlines Reservation, Hotel Reservations and Rent-a-Car etc.).
Responsibilities included management of Marketing Dep. administration processes, administration and
maintenance of the company's personnel files, monitoring and record keeping of staff's various entitlements and monthly leave report. Handled registration, distribution and filing of the company's incoming and outgoing
correspondence. Audited office bills and prepared payment requests. Prepared banks' payment letters followed up payments and audited payment notifications.
- Support the MM on the daily routine work of secretarial assignments, time management, presentations, organize schedule, follow up with department heads, office management, travel itineraries and related arrangements, etc.
- Ensure smooth communications both within the department and with clients.
- Programmed and supervision of the department’s three sections-overseas representation, promotions and media services.