Coordination Manager
ASTAD Project Management
مجموع سنوات الخبرة :11 years, 5 أشهر
Responsible for the organization and coordination of Board of Directors Executive Committee, all CEO office operations, procedures and resources to facilitate organizational effectiveness and efficiency, Arabic translation of corporate website, Arabic proof reading \[i.e. Board of Directors meeting minuets, reports, presentations, press releases and government entities letters\].
Support the CEO’s office by providing effective technical administration support
through performing activities such as: extracting and reporting technical data,
preparing and drafting communications and correspondences that are of technical
nature.
* Manage office technical records and archives by defining procedures for
retention, protection, retrieval, transfer, and disposal of records.
* Conducting follow up on any matter related to the CEO’s office in order to track
progress and finalize in timely and quality manner.
* Attending to meetings as required by the CEO and recording minutes of meeting
and ensure timely distribution and follow up on any required action.
* Conduct checklist for outgoing Arabic correspondences addressed to external
party.
* Create Dashboard for the actions follow up and conduct action audit review.
* Organize ASTAD Executive weekly meeting, checking and auditing the actions
are met by stakeholders at the end of each meeting.
Seven Departments reported to COO’s office; my main duty is to coordinate the
work between this Dept. and our office. Ensured COO’s instructions are
constantly achieved & in timely manner. Reviewing and follow up actions shall
be taken by dept. head. Stipulated at Minutes of Meeting.
* Analyses all matters required to be signed by COO, and discuss it with dept. head
prior to COO’s review.
* Requesting and reviewing the budget with dept. & head and finance dept. prior to
COO’s Approval.
* Requesting and reviewing Business Plan for each Dept.
* Handling all administration and clerical work at COO’s office.
* Coordinating with Audit Department reports has been submitted by IA dept.
belongs to COO office.
* Following up with subordinate dept. the pending action belongs to IA report.
Handle the GM’s agenda: organize daily tasks, schedule, arrange, coordinate and
prepare the meetings.
* Be proactive in identifying priorities, emergencies and important issue in
connection with the day -to-day business needs.
* Handle all incoming and out coming e-mails, correspondence and telephone calls
and ensure the its translated properly.
* Take minutes and type memos, letters and emails in Arabic English, as requested
by the GM.
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* Take in charge all issues related to the GM travel arrangements: air tickets and
hotel booking, filling of travel forms, follow-up out of pocket expenses,
transmission to the accounting department, etc. …
* Ensure the organization of all administrative filling and referencing procedure.
* Welcome and attend the GM’s visitors and maintain good public relation.
* Prepare power-point presentation, as and when requested by the GM.
* Perform other tasks directed by the GM.
* Coordinating with Audit Department reports has been submitted by IA dept.
belongs to COO office.
* Following up with dept. the pending action belongs to IA report.
Assigned to ASTAD Engineering Consultancy & Project Management
OFFICE MANAGER”
* Ensure the smooth running of the CEO’s calendar, office operation and time
management. Managing and controlling CEO’s schedule and handling rush
assignments by assisting with unplanned appointments/meeting/conference call &
extensive daily managements and manage all travel (Business Trip) .
* Prepare correspondence, reports, and materials for publications and presentations.
* Acting as a liaison and maintaining open line of communication among senior
executive, board members, shareholder, middle managements and administrative
staff.
* Coordination, preparation and timely dissemination of company reports and slide
presentation for board member meeting by preparing agenda and handout which
will be presented during the meetings.
* Creating highly effective organizational filing system, including quick and
through indexing, filing, resulting in easy access to critical information and
streamlines office functioning and ensuring protection and security of files and
record.
* Setup CEO’s travel arrangements.
* Setup accommodation and entertainments arrangements for company visitors.
* Prepare and maintain CEO’s expense report.
* Setup and coordinate meeting and conferences
* Create, transcript and distribute meeting agenda and minutes.
* Answer telephones and handle in appropriate manner.
* Meet and greet clients and visitors.
* Direct the general public to the appropriate staff member.
* Maintain and adequate inventory of office supplies.
* Coordinate project-based work.
* Coordinate with Executive Secretaries to prepare materials related to Executive
Committee, Audit Committee, ASTAD Board.
* Prepare the draft yearly budget of CEO’s office.
Awards & Achievement within HSBC:
Professional Selling Skills 2008
Customer Services Accreditation 2008
Compliance & Reputational Risk2009 2009
Skills & Competencies
Computer Skills * HSBC Universal Banking System.
Ability to use and work on the following systems
* HLS HUB Lending System.
* HFE HUB Front End
* CRMS customer relationship management systems.
courses: Course - Finance for Non Finance Professionals 2013 Attended full course - Certified Internal Auditor (IIA Member 1708735) INFO Centre (Part 1, Part 2 & Part 3)