Operations Manager
Albaker Architects
Total years of experience :23 years, 8 Months
• Assist in the development and implementation of office policies and procedures to ensure standardization and effectiveness within the office.
• Organize meetings in liaison with the concerned parties to ensure meetings are properly planned to avoid conflicting and over lapping schedules.
• Coordinate activities of administrative staff to ensure their work is efficiently performed and up to standard.
• Prepare required presentations and documents such as memos, circulars and other correspondence as assigned to ensure smooth flow of information within the office and other parties.
• Serve as point of contact for information requests concerning the activities of the Managing Director to ensure proper responses are provided to all internal and external inquiries as per established guidelines.
• Manage routine office administrative and operational needs of the office including liaising with divisions, clients, suppliers and contractors.
• Manage information processing, filing, archiving and retrieval to ensure accuracy, completeness, timeliness, integrity and confidentiality of information handled.
• Procure and follow up office supplies and maintain appropriate records for inventory and to track management expenses.
• Coordinate the execution and management of special projects as required.
• Assist in the preparation and control of the office petty cash fund.
• Fulfill the performance standards and targets of the Managing Director by following up as necessary and reporting back with progress reports.
• Perform other duties related to the job as requested by other department Managers with the approval of the Managing Director.
• Handles hotel bookings and restaurant reservations for clients and guests as requested.
• Prepares and coordinates all travel itineraries including hotel and flight bookings of the Managing Director and its’ immediate family members including household staff.
• Provide support to Managing Director and its immediate family including their household staff with their personal requirements and activities such as bank transactions, preparation of documents for visa application, school & university applications, residence permit, exit clearance etc., travel insurance, vehicle insurance, registrations and service maintenance, etc.
• Responsible for the day to day running of the office
• Handle travel itineraries, hotel and flight bookings of employees
• Provide secretarial support to Principal & Director
• Coordinate and Organize meetings, presentations, trainings & events
• Perform a combination of the following office management functions such as:
Purchasing - provide supplies by identifying needs for reception, workshop, switchboard, printing room, pantry and workstations;
Book Keeping - handles Petty Cash Fund, prepares LPO, payroll account and reimbursement reports;
Human Resources - implementation of established policies, procedures, and work schedules, arrange job interviews with applicants, assists in preparation of visa application, coordinates all employee requirements and contracts, provide support and orientation to newly hired employees, keeping & updating of personal files of all staff;
Records Management - provides historical reference by developing and utilizing filing and retrieval systems, maintaining and updating office library;
Inventory Management - organize and maintain all office equipment and furniture, stationary & pantry supplies;
Monitoring the management of health and safety in the company office
• Provide assistance to principal in his efforts to reach his targets and deliver on his strategic goals for special projects.
• Reading, monitoring and preparing correspondence on the principal's behalf, answering calls and handling queries.
• Keep abreast of organizational issues and have a good understanding of the organization's aims and objectives.
• Preparing presentations, writing reports, executive summaries, managing and reviewing filing and office systems.
• Manage daily administrative operations and book keeping.
• Liaise directly with government officials with regards to Business Permit, Tax Registrations, Employee's benefit requirements and other regulatory procedures as required by Philippine Law to all registered business establishments.
• Direct the hiring, training, and performance evaluations of staff and oversee their daily activities. Responsible for making weekly schedules of staff, scheduling of party events, room bookings and special monthly event.
• Formulate, direct and coordinate marketing activities and policies to promote products and services, working with advertising and promotion managers.
• Identify, develop, and evaluate marketing strategy, based on knowledge of establishment objectives, market characteristics, and cost and markup factors.
• Develop pricing strategies, balancing firm objectives and customer satisfaction.
• Create, manage and develop company website and other social networking media.
• Develop performance-based, low-cost solutions through aggressive negotiations with new and existing suppliers.
• Coordinate and participate in promotional activities and trade shows to market product and services.
• Manage daily administrative operations.
• Supports MD & CEO for personal errands and travel arrangements.
• Provides leadership and direction in overseeing the performance of employees across diverse functional areas including company’s operating budget, accounts payable, and compliance.
• Develop performance-based, low-cost solutions through aggressive negotiations with new and existing suppliers.
• Incorporate innovative management techniques that result in enhanced business practices, increased productivity, and profits.
• Responsible for creating a work environment that engenders positive energy, creativity and teamwork among employees.
• Act as representative at committee meetings and functions.
• Liaise directly with government officials with regards to Trade License registrations and renewal, Visa application & cancellation, and other regulatory procedures as required by United Arab Emirates Law to business organizations in Dubai within free zone (DMCC) and non-free zone area.
• Coordinate directly with local sponsor and his PRO for business related matters.
• Handles any issue from risk management, shipment delays, clients’ dissatisfaction and employee problems.
• Arrange training schedules and registrations for all concerned employees.
• Direct and manage company transport services for staff, guests and clients.
• Maintains healthy relationship with the company's individual & corporate clients.
• Identify new business, customers, markets and potential products.
• Handles corporate accounts for short term rentals and lease requirements.
• Track sales and prepare accurate reports for invoicing and collection of payments.
• Coordinate sales requirements with agents and fleet supervisor.
• Remain vigilant in gathering customer satisfaction survey as well as addressing all customer complaints and suggestions.
• Provide administrative support and sales training to new agents.
• Arrange schedule of delivery and pick up of vehicle with drivers.
• Organize and manage all Rental Terms Agreement files at the head office.
• Sells a range of General Motors vehicles (Opel, Chevrolet, Suzuki, Subaru) including selling of pre-owned cars.
• Conduct a walk around on several vehicles for each customer at the showroom or in the field.
• Help customers find a vehicle of interest and offer a test drive for performance evaluation.
• Keep all customers information for after service follow up, referrals, personal holiday greetings and other vehicle related concerns.
• Attend dealer meetings and scheduled product trainings arranged by General Motors Philippines.
• Monitor vehicles for test drive and on display at the dealer showroom area and ensure that cars are in excellent condition.
• Generate new accounts by developing relationships with local and multinational companies as well as government agencies and embassies.
• Managed order fulfillment, contract preparation and other customer service activities.
• Offers different payment scheme, financing options, insurance coverage, and car accessories.
• Coordinate and manned special promotions and events.
Responsible for all over the counter transactions such as:
- Cash deposits and withdrawals
- Cheque deposits and encashments
- Foreign Exchange
- Bills Payments
- Payroll accounts
- Opening and closing of accounts
- Updating and issuing passbooks
- Start and end of day cash balancing
- Counter checking of transactions and reporting
