Administrator
Medigroup International DWC
Total years of experience :16 years, 8 Months
Administration:
o Ensuring that company policies and procedures are followed, such as ensuring that all office supplies are ordered in a timely fashion to avoid running out of supplies.
o Planning and organizing meetings and events such as conferences or social events for clients or employees.
o Managing petty cash and daily operations.
o Overseeing hiring decisions, including conducting interviews and background checks on potential employees.
o Establishing and maintaining relationships with clients, vendors, and other partners, such as by attending social events or giving presentations at conferences.
o Handling Company visas, medical insurance, and other Government relations related activities.
o Representing the organization in public forums such as speaking at community events.
o Developing and implementing training programs for staff members as and when required.
o Organizing and maintaining records of company activities and transactions, such as by creating spreadsheets or databases of client information.
o Managing Visa, Ticketing, and Hotel reservations for Senior Leadership Teams around the globe.
Procurement:
o Maintains daily data related to the company’s procurement plan.
o Coordinating and negotiating on Price and Lead time with vendors to ensure that they deliver on time and meet quality standards as stipulated in the contract.
o Maintain all catalogs, brochures, and records of suppliers and update them on new launches.
o Participate in all bidding procedures and evaluate same and prepare efficient reports to ensure compliance with all legal requirements.
o Maintain relationships with sellers and different departments to execute all products according to project requirements.
o Coordinate with International supply chains.
o Responsible for calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants to coordinate a variety of executive meetings
o Deal with incoming email, faxes and post
o Book tickets and accommodations related to the teams travel schedules
o Organize the office layout and maintain supplies of stationery and equipment
o Manage the relationship with all the suppliers of office supplies & equipment’s
o Manage the administrative staff from drivers and scheduling transportation requirements for the team
o Develop and implement new administrative systems, such as record management
o Maintain the condition of the office and arrange for necessary repairs
o Respond to customer enquiries and complaints
o Review and update health and safety policies and ensuring they are observed
o Design and implement filing systems
o Provide support to all team members, when needed
o Involvement in management discussions on the organization’s policies & strategic development
o Ensure security and confidentiality of data
o Organize and be included in meetings with other staff, including typing the agenda and taking minutes
o First point of contact for all HR related queries
o Planning and directing all areas of Human Resources that includes but is not limited to: benefits, compensation, employment labour law, employee relations, on-boarding, payroll, performance management, policy & procedures, recruitment, safety, employment contract, employee medical insurance, annual leave scheduling, organize periodic renewal of Licenses and Visa processing.
o Oversee all day to day Management and operations in the administration and general Office duties.
o Plan and implement office systems, layout and procurement.
o Understand office operating policies and procedures to ensure appropriate organizational decision making protocols are followed as per corporate guidelines.
o Approve PRO related decisions, visa processing, license renewals, medical insurance, all immigration and
Legal / governmental paperwork.
o Discuss with heads of departments to understand the overall performance and resolve issues.
o Monitor the stationery related expenses of the office and to provide adequate options for office in terms of cost saving.
o Incorporating and maintaining offshore companies in offshore jurisdictions .i.e. BVI, Cayman Islands etc.
o Monitor physical appearance of the office and coordinate with office boys for necessary cleaning.
o Review and approve supply requisitions of each department and staff transportation related expenses.
o Oversee and manage diary and travel, including hotel bookings, visas, accommodation, business meetings for the staff and management.
o Coordinate with PRO for application of visas at embassies and consulates for staff, CEO and his family.
o Carry out minor troubleshooting of PC's of employees in terms of installation and settings.
o Monitoring CEO’s DFM account, ensuring dividends are credited to his account on time.
o Coordinating with PR agencies for new Press Releases.
o Carry out special tasks requested by CEO.
Human Resources:
o To evaluate the manpower requirements of the company divisions as per request given by Dept. Head.
o Prepare job descriptions. Working closely with the Department Heads to prepare it.
o Follow up with respective Dept Heads to update CEO on the tasks assigned to them with their reports.
o Ensure the confidentiality of the work involved is maintained.
o Manage HR & Admin staff to ensure delegated tasks are prioritized as instructed, executed efficiently and delivered as per deadline.
o Conduct training and allocate responsibilities to the team.
o Preparing monthly payroll, leave management and maintaining staff documents through HRMS.
o Supporting divisional managers with regards to Admin and HR policies, practices, labur and immigration laws.
o Meet recruitment firms for requirements, negotiate and conclude contracts.
o Carry out man power requirement advertisements in local dailies.
o Listening to grievances and implementing disciplinary procedures.
o Develop and maintain staffing, retention goals, strategies and activities to adhere to Corporate guidelines.
o Handle salary reviews, benefits and promotions.
o Maintain the time and attendance report of the company.
Property Management
o Manage CEO’s Investment Portfolio in UAE, India, UK, South Africa and Malaysia.
o Finalize and monitor Fit-out work from inception to completion of commercial / residential properties in UAE.
o Responsible for obtaining necessary approvals from Developers, financiers and concerned authorities.
o Arrange mortgaging and re-mortgaging of new and existing properties.
o Manage and review all Facilities Management related requirement for CEO’s villa in Emirates Hills.
o Manage and maintain occupancy, leases and AMC’s of commercial and residential properties.
o Managing excellent relationship with tenants including queries and requests.
o Providing weekly report to CEO.
o Representing the owner at building owners association.
General Administration
o Coordinate and resolve day-to-day operational and administrative challenges.
o Assists office staff in maintaining files and databases.
o Prepare reports, presentations, memorandums, proposals and correspondence.
o Track office supply inventory and approves supply orders for office and reprographics department handling training. requirements for 72 schools according to the budget allocated to the project.
o Ensure cost effective ordering and manage the relationships with key suppliers.
o Handle timely lease renewals of 140 staff apartments / villas, offices in Abu Dhabi and Al Ain.
o Procure for office and staff accommodations.
o Inventory and asset management (including asset condemnation).
o Manage boarding process for new staffs including work permits, visas, medical tests, Emirates IDs, orientation, office space allocation and accommodation.
o Negotiate and administer service contracts, leases and handling tenant communications.
o Manage equipment repairs, office modifications, company fleet.
o Provide assistance to Directors for new projects in preparing, submission of bids and tenders.
o Administer the duties of office assistant and driver, recognizing and rewarding their extra efforts.
o Present comparisons on costs, risks, and benefits and held team meetings on a case-to-case basis.
o Ensure that security, hygiene and cleanliness standards are met in the office premises and handle complaints.
Human Resources
o Assist HR Officer in induction of new hires including the handover of assets, access cards, policies and agreements, employee feedback and processing exit interview /formalities.
o Supervise the Employee handbook, making sure that all the policies are compliant with the labor laws of UAE.
o Develop and implement development programs including employee orientation.
o Manage and ensure company follows UAE Labor law and advising management about the required changes.
Facilities Management
o Managed two offices and staff accommodations in Abu Dhabi and Al Ain to maximize use of the facilities -coordinate work assignments with contracted maintenance companies and building engineering staff.
o Maintain the conditions of office and arranging for necessary repairs, oversee the scheduling, maintenance and monitoring of cooling, ventilating and utility systems to ensure efficient operation.
o Manage and supervise equipment repairs and maintenance, space planning and facilities acquisition service.
IT Helpdesk
o Resolve problems in various installations, hardware, office automation functions.
o Assist in preparation and submission of monthly KPI to Abu Dhabi Education Council.
o Provide basic troubleshooting activities, such as network connectivity, system hangs, printing problems etc.
Accounts and Finance
o Preparing and controlling administrative and housing budget. Keeping records for all the expenses.
o Manage all incoming invoices and following up vendor payments.
o Manage quarterly admin auditing report.
o Coordinate with finance department with regards to renewal of company licenses and timely renewal of leases of offices and staff accommodation.
Government Relations
o Survey Government offices in regard to registration of new offices, its renewals and other annual compliance matters.
o Company incorporation.
o Process power of attorneys, signature authentication, labor and immigration computer cards for new offices.
• Managed travel for more than 200 resources i.e. Inbound & Outbound Visas, Tickets, Accommodation & Airport transfers within the region
• Looked after:
o Leasing, maintenance, space allocation, co-ordinating office layout and purchasing new furniture, fixtures and equipments for new offices & apartments within the region
o Security, maintenance, and general up keep of the Dubai & Sharjah office
o Renewal of insurance & licenses
o Provision of office security access passes
• Liaised with:
o Legal Department for setting branches in the region and prior to submission of new Lease and vendor (Sales) agreement
o Vendors, Suppliers, Landlords & Agents for preparing purchase orders, generating contracts & agreements and supervising deliveries
o Product Sales & Delivery heads based in the Branch offices in the region (Middle East, Africa, Russia & CIS countries)
• Handled activities related to:
o Staff transportation, mail distribution, utility payments, NOCs, Salary Certificates & Service Letters for employees
o Special events for employee get together in hotels, yachts & desert safari’s
o Special projects as requested by Manager and delivered them before deadline
o Performance appraisal, attendance & leave verification for department
• Generated:
o Standard operating procedures for office to ensure efficient personnel management under the guidance of Vice President- HR & Admin.
o Monthly occupancy reports for guesthouses within the region and ensured that charges were debited to respective business
o Requisition & purchase order for all office requirements
• Administered purchase activities including negotiation, buying & pricing, tracking, out sourcing & in sourcing of office equipment, media materials, stationery items & other accessories
• Efficiently streamlined operations by setting priorities & eliminating redundant routines
• Accountable for sanctioning payments for office & guesthouse related expenses and updating occupancy & stock registry of guesthouse
• Steered efforts for enhancing overall office efficiency by formulating new systematized forms & office procedures
• Submitted monthly time & attendance detailed reports to HR Division for monthly Payroll.
• Accountable for:
o Filtering emails, diary management, updating his Things-to-Do, travel management (multiple sectors),
fixing appointments, meetings with Department/Business heads and other committee members
o Greeting VIPs at Majlis
o Establishing work priorities and allocating work to office support staff
• Managed high profile contacts on behalf of Chairman’s Office
• Take action/refer information to appropriate Business Heads for further action. Follow up on status and
report progress to the Chairman
• Provisioned secretarial support involving handling of top/confidential correspondence and document flow, screening telephone calls, attending visitors and directing various queries to relevant departments
• Steered efforts for enhancing overall office efficiency by formulating new systematized forms and office procedures
• Organized internal and external high profile meetings within the UAE and outside the UAE
• Organized meetings for the Chairman with VVIP’s and Senior Dignitaries in the UAE and international locations
• Arranged Hotel, Logistics and Permits for VVIP’s, .i.e. Chairman’s, CEO’s and Senior Directors from partner company’s in Europe, Middle East and Africa attending Cityscape, Arabian Travel Market and Gulfood Exhibition
• Represent the company’s property during CityScape, Arabian Travel Market & International Property Show
• Coordinated with Audit firms for due diligence reports for International property evaluation
• Monitored property launches and attending them on behalf of the Chairman
• Recommended changes in office practices and procedures, provide information to employees about new policies
and systems
• Arranged booking, buying, selling and transferring of Chairman’s private property with Nakheel, Emaar, Deyaar, Dubai Properties, Dubai Maritime City and Limitless
