Office Manager
Extracake
Total years of experience :18 years, 11 Months
• Organising and supervising all of the administrative activities that facilitate the smooth running of the office
• Liaising with all external suppliers
• Ensuring the office and the pantry are fully stocked with stationery, drinks etc.
• Maintaining the condition of the office and arranging for necessary repairs
• Booking venues and arranging the logistics of external events
• Organising social events for the office
• Acting as the first point of contact for all office related enquiries
• Managing driver’s schedule
Management support duties include:
• Handling invoices, purchase orders and cost estimates
• Diary management of CEO, including arranging meetings and travel itinerary
• Finding vendors and reviewing vendor quotes.
• Processing new visas, renewals and other government permits.
• Booking tickets and hotel reservations
• Conducting basic online research and preparation of short reports or presentations as needed
• Attending important meetings with the management to take minutes
• Acting as gate keeper for the management, screening calls, emails and visitors
. Sending complete operation and maintenance manual to clients after the handover of the project.
• Maintaining time sheets of Operations Department.
• Applying visas of Project Managers and assuring that their visas are up to date.
• Maintaining records of visa expiries, renewals and flight details.
• Assisting the Operations Manager with other documentations and Departmental reports.
• Assisting Project Managers to any Microsoft Office presentations.
• Booking tickets to Project Managers on Purchase Manager’s absence.
• Filling up travel and leave forms on behalf of the team.
Aside from my duties, I have also been assisting other Departments:
• Minor duties of Executive Secretary on her absence (taking care of hotel and bookings
and any other emergency concerns)
• Relieving Receptionist’s post on her absence (accepting calls and other concerns)
• Relieving Account’s duties in releasing cheques and handling invoices.
• Assisting Accounts Department on creating purchase orders and processing invoices on Axapta system
• Making sure that all invoices I receive from the Purchase Department has been signed and approved by the Manager before endorsing them to Accounts for payment.
• Manage and improve all aspects of training and development.
• Designs training materials and prepares handouts, notes, as required by the trainer.
• Prepares attendance sheet, test questions and training certificates.
• Ensures all course arrangements are successfully planned and organized.
• Maintains up-to-date course.
• Develop training schedules to provide timely and accurate training to employees.
• Maintains spreadsheets to track training attendance.
Other duties
• Assisting the HR Coordinator on Recruitment.
• Review and short listing applications/resumes and scheduling candidates for interview.
• Relieving receptionist’s post. (e.g. answering and filtering calls)
• Managing events.
• Schedules dining reservations.
• Greets guest, escorts them to tables, and provides menus.
• Ensures customer satisfaction and comfort
• Assists manager in closing procedures
• Inspects dining room serving stations for neatness and cleanliness.
• Present and sell the company’s products and services to current and potential clients.
• Inbound (walk-in customers) and outbound sales (urban and rural areas)
• New product demonstration
• Attend & entertains for customer service (aftersales transactions)
• Participate and assist events such as sales blitz, trade shows and telemarketing events.
• Product Sales & Stocks Inventory
• Cash register in charge
• Liaise & coordinate with the Warehouse
• Reporting directly to the Branch Sales Manager
- awards in journalism - internships with: 1. News Express - a weekly news paper - news writer 2. Cable Star - worked as an Anchor 3. Radio