Office Manager
Elite Insurance Brokerage
مجموع سنوات الخبرة :17 years, 7 أشهر
•Prioritise official and personal schedule for CEO, GM and other chiefs including calendar management, email, phone calls and other official supports.
•Organizing meetings and conferences, prepare agendas, attend executive meetings, taking meeting notes, distribute to all concerned attendees and keep records of implemented actions with specified deadlines.
•Create presentations and reports, drafting emails, prepare memos & letters, initiate correspondence to facilitate communication and enhance business processes.
•Managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, office supplies and maintenance schedule is up to date and administrative functions are properly assigned and monitored.
•Receive incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes to appropriate staff.
•Collaborate with other departments and senior management to develop and implement smooth communication and workflow, providing feedback on queries and building strong relationships with stakeholders.
•Execute variety of administrative duties including travel and visa arrangement, hotel management, screening calls, greeting visitors, handling mailroom operations.
•Supervise office operations and support staffs, manage external relations including maintaining relationships with suppliers, clients and vendors.
•Handle basic accounting functions, payable/receivable, verify invoices and payment, petty cash handling, record expenses and reconciliation, prepare purchase order, credit memo and other transitions.
•Partner with HR to prepare office policies, coordination for JDs, interview arrangement, HR documents verifications.
•Manage company vehicle, schedule maintenance, Insurance renewal, claims handling etc.
•Maintaining physical and digital personnel records like employment & outsource contract, company documents, new hire, payroll, and bank accounts.
•Managed all administrative tasks for conferences and meeting within approved budgets, including producing reports, answering emails and phone calls promptly, resulting in a significant reduction of errors.
•Facilitated seamless office seating moves for over 300 employees by coordinating with IT team to ensure proper technology setup and workstation configuration.
•Preparing key messages and drafting communications to be shared with the office staff and different stakeholders. (All Business Services Units).
•Provide support in recruitment & selection, compensation & benefits, payroll administration, performance management, and other key HR duties as required.
•Drafting employment contracts, offer letter, update bank accounts and loans.
•Process HR payments, payroll assistance, overtime calculations, reimbursement, medical claims, allowances, and deductions.
•Manage staff quires, issue letter, vacation settlement, air ticket and advance salaries.
•Supervisor full function of office administration activities including billing and payments, flight & hotel, office equipment and furniture, procurement and maintenance, company license renewal and legal affairs of the company.
•Oversee shipping and mailroom operations, procure and stock office supplies including furniture, equipment, and other necessary items.
•Collaborate with other departments, such as finance and IT, to ensure that administrative activities support overall business objectives.
•Interprets and prepares administrative and operating policies, procedures, and documents.
•Respond to staff inquiries regarding HR policies, employee benefits, employee relations issues, support in off boarding employees.
•Manage the recruitment and selection process, including job postings, resume screening, interviewing, and reference checking.
•Prepare reports related to employee data, reports, and presentations with statistical data.
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