Office Manager
Al Wataniya International School
Total years of experience :8 years, 5 months
Administrative Tasks:
- Provide administrative and technical oversight to day-to-day operations.
- Managing diaries and arrange appointments.
- Managing database, (data entry and update exiting database with new information).
- Coordinate travel arrangements, (flights, hotel, itinerary etc.) within the given budget or less.
- Arranging ad hoc receptions/lunches and other department event. (catering services / dinner bookings etc.)
- Look for new service agencies when required including (cleaning, maintenance, business services, office supplies), communicate, and negotiate contract terms with them and compare it to the market price, quality of product and the service.
- Handle the petty cash.
- Organizing and servicing meetings (booking meeting rooms, producing agendas and taking minutes).
- Typing, preparing and collating reports.
- Maintain and file confidential reports.
- Cover the reception area, and greet visitors, handling routine questions professionally and in a welcoming manner.
- Answer telephone queries and transfer them to appropriate staff members; distributing messages accurately.
- Contact the clients for certain requirements when asked by the management team or other department heads.
- Ordering of all office stationery supplies for whole school, maintenance of stock.
- Manage parcel and post.
- Point of contact for staff and management.
- Monitor incoming emails, translate curriculum updates/requirements/questionnaires etc. from MoEHE.
- Manage school’s Ministry e-account, and respond as appropriate.
- Report the maintenance and IT related issue to the facilities management and ensure the problem is resolved.(Damaged or broken office electronic devices including computers and printers, smart boards, any technical issues, interior damages in the office space and furniture).
- Further investigate legislature and physically liaise (on-site) at MoEHE as an intermediatory between aforesaid and the school.
- Translate circulars from Arabic to English to prepare and present to management.
- Upon request, create dual-language documents/reports.
- Personally assist Principa and the directors of School with day-today duties/requests.
- Process payments, receipting and pass on accurate financial reports and money to the accountant.
HR Tasks:
- Assist the management with the hiring process for international employees, by following the staff recruiting guidelines from relevant authorities.
- Manage and update employee information in HR system of the Ministry of education.
- Prepare all types of paperwork for staff in Arabic (clearance letters, visa transfer, all types of NoC letters, etc).
- Prepare/process work permits/renewals for existing and new local hire employees.
- Assist with the onboarding process for the new employees.
Admission Tasks:
- Provide accurate information for admissions process/application requirements to parents.
- Liaise with Ministry of Education admissions officer for registration and data entry in NSIS system.
- Manage and update NSIS database.
- Provide attendance, transfer, and leave certificates as necessary.
- Prepare new students’ personal and medical files; archive leavers files.
- Guide parents on certificate attestation process.
- Update school management team with new admissions guidelines and translate relevant documents/ circulars received from MoEHE.
- Notify Key Phase Leaders of applicant interest and leavers for each year group.
- Liaise with Deputy Head to arrange admission assessment for new applicants and prepare required documentation.
- Review and follow-up students’ waiting list with Deputy Head (Pastoral).
- Recruit, select the right candidates, and process their work visas.
- Plan and implement training programs for staff.
- Coordinate and prepare daily work schedules for staff.
- Set plans with management on annual business targets and follow through on execution.
- Managed administrative functions to ensure smooth and efficient operations of the organization.
- Attended internal meetings and maintained minutes of meeting for management.
- Planned all activities related to fundraising, company events, and marketing campaigns.
- Formulated budgets and track expenditures throughout the year and manage cash flow.
- Handled all customer care-related requests.
