Administration Manager
Khalil Al Sayegh Jewellers
Total years of experience :16 years, 8 Months
• Manage the office's daily operations, including managing a team of administrative staff, ensuring that all tasks are completed efficiently and accurately, and maintaining a positive and productive work environment.
• Develop and implement administrative policies and procedures to ensure smooth and efficient operations, and maintain compliance with company policies.
• Coordinate with other departments, such as sales and marketing, to ensure seamless communication and efficient workflow.
• Manage insurance policies, service contracts, and utility bill payments for the main office and all locations.
• Develop and manage budgets, and ensure all administrative expenses are within budgetary limits.
• Perform bank reconciliations and effectively handle petty cash.
• Oversee the scheduling and coordination of meetings, events, and travel arrangements for the company's executives.
• Procure essential office supplies and negotiate favourable terms.
• Manage the company's filing systems, ensuring that all documents are properly filed and easily accessible.
• Oversee the recruitment and training of administrative staff, ensuring that they are properly trained, motivated, and equipped to perform their duties.
• Handle sensitive and confidential information with discretion and professionalism.
• Develop and maintain relationships with external stakeholders, such as suppliers and vendors, ensuring the company gets the best possible value for its expenditures.
• Planned and executed a 500, 000 AED refurbishment project for a Dubai store and office.
• Relationship Management: Building and maintaining positive relationships with clients, colleagues, and other stakeholders on behalf of the employer.
• Effectively coordinating all activities with government entities and the first point of contact for all licensing needs
• Implemented the ALPHA ERP HRMS Module.
Skills Learnt: Project Management, Contract negotiation, Budget Planning, Staff Development and Training, Meeting and Event Planning
Working closely with the company Directors to keep the communication mechanism balanced and in the correct direction
•Design and implement a strategic business plan that expands company's customer base and ensures its strong presence
•Developing company's internal and external communications strategy
•Provide direct administrative supports as needed, including scheduling appointments, meetings, and events, booking travel, maintaining filing system and updating contact database and employee list
•Oversee the day-to-day activities of the office as the main point of contact in the reception area, keeping management informed of performance with routine and requested reporting
•Supervising, mentoring, training, and coaching our office staff and delegating assignments to ensure maximum productivity
•Plan and coordinate administrative procedures and systems and devise ways to streamline processes
•Ensure operations adhere to policies and regulations
•Responsible for annually negotiating and finalizing the office and warehouse lease
•Responsible for updating company website and all social media accounts (Facebook and Instagram)
•Assist in preparing Financial Reports on a monthly / yearly basis. Analyzing and presenting the financial statements of the company to the directors on a monthly basis
•Create and maintain liaison with bank professionals in order to avail bank facilities Achievements:
•Developed and implemented an employee scheduling plan, consequently, increased work efficiency by 60%
•Implemented a series of novel office practices such as index filing and Incentivizing employees as a result increasing efficiency by 50%.
•Devised a unique correspondence system, decreasing communication gaps by 50%.
Preparing reports by collecting, analyzing, and summarizing information
•Assisting the Accounts Team in Preparing Payments and Collection Reports
•Assisting the Accounts Team in preparing Debtors and Creditors List
•Building and maintaining positive working relationships with managerial staff and supporting administrative staff
•Planning work schedules and weekly and monthly timetables in coordination with area sales team and area sales manager
•Supporting Management Accountants as required
•Responsible for handling petty cash and reimbursements, Cash advance arrangements
•Filing, archiving & photocopying of invoices, statements and co Achievements:
•Provided effective and strategic oversight of business and finance systems
•Provided exceptional support to managers and co-workers, increasing the overall efficiency of the office by 30% AFSA KHAN Tel: +97155 5126608 Email: afsakhan@gmail.com LinkedIn: www.linkedin.com/in/afsa-khan
Drafting quotations for the products and systems for new and existing customers
•Received Professional Training in SAP and FASTRACK
•Using SAP for various business aspects such as creating down payments and checking stock
•Provide administrative support to managers by assisting in typing/revision of complex reports, correspondence, spreadsheets
•Assist in typing and preparing complex reports, correspondence, spreadsheets
•Creating Invoices for new sales
•Working closely with the Service team and other departments especially Sales to achieve business targets
•Keeping a check on inward and outward stock
Check data accuracy in orders and invoices
•Contact clients to obtain missing information or answer queries
•Liaise with the operation teams for timely processing of contracts and payments
•Maintain and update sales and customer records
•Develop monthly sales reports for customers
•Communicate important feedbackfrom customers internally
•Ensure sales targets are met and report any deviations
•Stay up-to-date with stock market trends
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