Office Manager
Riverside Enterprises
Total years of experience :17 years, 9 Months
Organized and supervised all of the administrative and operational activities that facilitate the smooth running of the office routine.
In general, duties performed by myself are:
* supervised the work of clerical and secretarial staff, monitoring the workload and work rate;
* dealt with complex queries and complaints on the telephone, by email and in person;
*coordinate delegations visits of different companies while exercising the ability to improvise,
Improve procedures, and met with demanding deadlines.
*coordinate and finally made complete arrangements of interviews and tests of manpower both internally and externally.
* liaising with members of the senior management team.
*arranged hotel reservations for overseas delegates.
* ordering printing of different office stationery, office supplies and groceries on an as needed basis.
* organized the recruitment of new staff;
* administering staff payroll systems;
* meeting with CEO to review office performance;
* organized office maintenance and repair work;
*Prioritized and managed multiple projects simultaneously.
Provide logistic and administrative support for program activities.
* Prepare in advance budget estimates and list of needed supplies for the training/ workshops/ seminars/ meetings, facilitate all logistical/ administrative needs during such events.
* Provide proper and updated documentation of logistics/ finance during project activities.
Keep up to date record of all inventory items of Lahore Region.
* Monitor supplies and equipment for the project - complete the project inventory form.
Arrange field transport vehicle for staff visiting Dar-ul-Amans (DUAs) of different districts of Punjab.
Arrange provision of all essential items of IOFs (Internal Order Forms) raised by all the four disciplines i.e, legal, psychological, medical & social work.
Keep up to date record of all correspondence, file records and other important official documents pertained to field activities and concerned staff.
Responsible for to prepare logistics/ procurement and support plans, budget requirements for existing or for planned/ new projects.
Responsible for purchase of all field related items for their usage during different field activities and events.
Submission of weekly safety & security indicator report to security coordinator and site coordinator.
Prepared, managed and distributed documentation of security procedures and suggestions for upgrades and improvements.
First person to report any security/ intelligence & incident report to the security coordinator and line manager in order to frame new security and safety measures for staff and property accordingly.
Ensured appropriate display of safety rules, guidelines and warnings are being implemented and followed by base staff.
First Aid boxes have been checked regularly and missing medicines have been noted for replenishment action.
Responsible for in time submission of all daily, weekly, fortnightly and monthly reports i.e, M&E reports, monthly activity updates, visit sheets, H&H assessments of DUAs, vehicle cost & maintenance reports, drivers overtime report, correspondence reports, security approvals, and other forms as required.
Managing the Monthly, Weekly & Daily Report Creating in MS-Excel and MS-Access through in depth analysis and producing the actionable information.
Implement practices and metrics to improve operational efficiencies.
Generating & maintaining day to day MIS Data and updating the management.
Determined required data by analyzing MS-Access databases and created customized
reports.
Ascertained process bottlenecks and built new solutions accordingly.
Designed standards and guidelines for enhancement of ongoing projects and goals
Responsible for providing support in Accounting/ banking and Administrative matters of the Area offices with proper controls & procedures.
Responsible for maintaining complete financial records in FIS (Financial Information System) and timely submission of these reports to Country office with proper usage of sun codes, themes and activities.
Responsible for maintaining of all financial records of Development Areas in FIS and submission of all associated reports to Country office on monthly/quarterly basis.
Responsible for to provide extensive support and coordinate internal & external Audits.
Responsible for the preparation of daily, weekly and monthly bank reconciliation reports.
Responsible for payments of Tax challans of staff salaries and different suppliers/vendors.
Responsible for handling of all HR matters i.e, staff payroll disbursement, leave records, medical claims submission, staff floats & traveling claims etc.
Responsible for to manage and update Medical Insurance policies of all staff members.
Responsible for to make hotel and travel arrangements for all staff and foreign delegates.
Responsible for organizing and providing complete logistical support for all events i.e, meetings and workshops.
Responsible for managing all in-coming and out-going correspondence including letters, reports, faxes and e-mails.
Responsible for making all necessary arrangements in liaison with Government & Non-Government organizations to conduct various events.
Responsible for keeping an up to date and accurate filing system of the area office and development areas with their running projects.
Responsible for purchase of all capital and revenue expenditure items after the completion of all relevant documentation i.e, raising of purchase requisition, comparative statement, purchase order and finally issuance of GRNs etc. (goods receiving note).
Responsible for maintaining/ updating complete record of vehicles repair & maintenance.
Responsible for keeping an accurate and up to date inventory of all office and project assets i.e, office equipment, furniture and different supplies.
Mobilize personnel for performing security duties.
Monitor work and performance of security guards.
Responsible for providing extensive administrative and financial support to the office of the Regional Manager, North.
Responsible for checking and processing of invoices/bills for payment.
Responsible for preparation of vouchers, receipts, cheques and debit notes.
Responsible for preparation of daily and monthly bank reconciliation and cash flow sheets.
Responsible for implementation of controls & procedures in line with company’s administration and financial strategies at the regional office.
Responsible for maintaining the contingent fund (CF) along with all associated financial records of regional sales office. Also includes timely submission of all CF bills to Head Office for reimbursement with proper usage of cost codes.
Responsible for providing support in preparation of annual budgets.
Responsible for preparation of PFC (provision for charge) at the year end.
Responsible for maintaining proper Accounts for capital as well as Revenue expenditure and forecasting budgetary estimates.
Responsible for coordinating internal and external audits of regional office, North.
Responsible for maintaining and updating records of employees salaries disbursement, Social Security, EOBI, Medical and Traveling/daily allowances of complete North Region staff.
Responsible for executing logistics for all events including Trainings, Workshops, meetings as well as travel and logistic arrangements for the entire region staff.
Responsible for all procurement including liaising with different suppliers and vendors.
Responsible for maintaining and updating of complete record management i.e, development of comprehensive filing system of North’s region.
Responsible for coordinating and provision of extensive support during EHS (Environment, Health & Safety) audit of Regional office, North.
Attended 03 days security training conducted by Security 2000. It covered all basic and mandatory details about staff & security, fire fighting, first aid, safety awareness and rescue.
Responsible for to visit and develop public relations and liaise with Government/ Semi-Government offices i.e, EOBI, Social Security, Wapda, Excise & Customs Office for solving company’s key issues.
Responsible for handling of all administrative/ matters related to the office of the General Manager- SDPT.
Advised and provided guidance to senior management.
Provided technical advice to the staff on administrative issues at all levels of the Agency.
Coordinated, monitored, and evaluated activities concerning administrative issues.
Responsible for handling of all operational works i.e, handling of Imports & Exports cargo dispatched from Sialkot Dry Port, at Cargo Terminal Lahore Airport as well as at Cargo Terminal Islamabad Airport.
Responsible for re-organizing/ updating of Imports & Exports systems at all Regional offices of Sialkot Dry Port i.e, at Islamabad & Lahore Airports.
Completed all required formalities for the cargo acceptance.
Responsible for managing/ preparing and monitoring of complete documentation process in Exports/ Imports departments.
Followed-up with the airline cargo handling staff regarding prompt loading.
Interacted and gave feedback to the management regarding their requirements in all aspects.
Checked for damage, missing, tampered and mishandled cargo.
Responsible for to assigned the tasks of processing shipments of materials and equipment like confirming of delivery as well as liaise with different airlines.
Handled the responsibilities of receiving goods, processing documentation, storing deliveries at warehouse, tracking as well as distributing shipments to the concerned airlines after necessary documentation.
Worked towards ensuring a strong bond with the client to ensure faith in our capabilities as their assigned cargo care taker, as well as maintaining a strong client relationship through timely updates on the passage of freight and timely shipment deliveries.
Responsible for to take prompt/corrective action to solve & handling of exporters/ importers complaints and implementing corrective action.
Made effective arrangements to prioritize shipments for dispatch as well as prepared distribution plans accordingly.
Made amicable but thoroughly professional relationship with my team for efficient working environment.
Played an active role in planning and managing special logistics operations i.e, for the very first time in the history of Sialkot Dry Port made all necessary documentation in liaison with Customs and NLC departments and carried out export/ import transshipments from SDPT to Lahore and Islamabad airports on private custom bonded vehicles by myself.
My biggest achievement while in Sialkot Dry Port was the establishment of Lahore and Islamabad Regional offices independently to handle Imports and Exports cargo from Air Cargo Terminals of both the metro cities.
B Sc (with Fleet Board Examination)
Passed my Intermediate Education i.e, FSc