Office Manager- Mail, Logistic and Record Management Team Leader
Serco
Total years of experience :22 years, 2 Months
➢ Manage all administration process in the office, Organize and Implement office procedures for ADIA and
Serco.
➢ Manage, train, and motivate all Facility Management staff in Hospitality Services or Facility Management
Services. This includes Front Desk Operation, MEP/Civil maintenance Services, House Keeping Services,
Security Services, Landscaping Services, Employee Help Desk and VIP Services.
➢ Manage train and motivate all Soft Services Department staffs under Mailroom operation, Record
Management Services, Accounts, Procurement, Porter Services, Car Park Management and
Transportation Services for ADIA and Serco.
➢ Manage Record Management Services which include highly Confidential Records maintaining, Archiving,
Retrieval, Digitalization and Disposal for ADIA.
➢ Responsible Point of Contact for the various department in ADIA and international offices.
➢ Liaison with suppliers, vendors and service providers for their PO’s, Invoices, Contracts and their work
permits.
➢ Lead or Supervise on Procurement Department which include Purchasing, receiving, store management.
➢ Manage with administration of procurement, supporting for the approval of requisition and PO issues.
➢ Arrange Meetings, Travel Arrangements for staffs and Executives, meeting room preparations, welcome
guests to building.
➢ Lead or Supervise for the KPI’s for the suppliers and preparation of SOP’s.
➢ Mange Department budget, petty cash and support for the annual budgets.
➢ Coordination with all Facility requirement like maintenance, renovations, office set up, MEP/CIVIL Team
requirements.
➢ Review and preparation of Reports- Monthly, Weekly and Annual Report.
➢ Lead or supervise Department staff HR Related issues, payroll preparations or reviews, Visa medical etc.
Staff’s travel arrangements etc.
➢ Supervise or Lead for the General Accounting like, Payable, Receivables and Petty Cash. Support with
Accounts department for the final closing accounts and auditing.
➢ Ensure the high level of Health and Safety for building office and staffs.
➢ Key player on the office refurbishment, renovation, relocation, and new staff induction.
➢ Manage building access cards and security services. Report any issues related with securities to Sr.
Security Manager.
➢ Responsible for the daily, weekly, monthly and yearly reports. Ensure all the KPI’s and SLA’s met on the
contract with suppliers, vendors etc.
➢ Review the employee Performance. (PDR)
Working as Accountant/Administrative,
Dealing with clients for their accounting requirements for Car Park, Valet Parking etc.
Preparing Purchase Order, Quotation, Invoice Receivable and Payable
Preparing Daily, Weekly. Monthly Reports
Preparing Budget and Financial Analysis Reports
Banking Reconcilations
Bank Deposit and Dealing with Cash Management.
Preparing Accounting Reports.
Daily other assignment from Management as on request.
Establishes, develops and maintains business relationships with current logistic customers and prospective customers in the assigned territory/market segment to generate new business for the organization’s products/services.
Makes telephone calls and in-person visits and presentations to existing and prospective customers.
Researches sources for developing prospective customers and for information to determine their potential.
Develops clear and effective written proposals/quotations for current and prospective customers.
Expedites the resolution of customer problems and complaints.
Coordinates sales effort with marketing, sales management, accounting, logistics groups.
Creates and manages a customer value plan for existing customers highlighting profile, share and value opportunities.
Identifies advantages and compares organization’s products/services.
Plans and organizes personal sales strategy by maximizing the Return on Time Investment for theterritory/segment.
Supplies management with oral and written reports on customer needs, problems, interests, competitive activities, and potential for new products and services.
Keeps abreast of product applications, technical services, market conditions, competitive activities, advertising and promotional trends through the reading of pertinent literature and consulting with marketing and technical service areas.
Participates in trade shows and conventions.
Manage all accounting for sales, purchase, payment and receipts.
Dealing with all credit vendors for their payments.
Deals with Debit notes and Credit notes.
Deals with Banking transactions especially Cheques and OD.
Logistic arrangements for the transfer of goods from one store to another branch. Tracking for shipments.
WPS preparations and payroll creations.
Dealing with all ministries regarding the Visa, Trade License, and etc…
Administration job for management….arrangements for meeting, travel arrangements, transportation for employees, flight tickets arrangements for staff and managements.
Training for the staff.
Finalization of Accounts. Report creation, Profit and Loss and Balance sheet, Stock Report.
Manage the movement of products/equipment/materials in and/or out of the country in accordance with organizational policy and procedure, and to comply with relevant local, country and international law and process.
Manage the necessary documentation and online forms for the efficient, cost-effective and lawful execution of all import/export activities.
Maintain and share with colleagues as appropriate, personal knowledge of all relevant import/export law and procedures; tariffs and duties; licences and restrictions.
Manage financial and currency processes and transactions in accordance with policy and law, and to optimise cost-effectiveness of activities.
Communicate with export and import and related authorities, and customers and suppliers, in all relevant territories and countries, as necessary to ensure efficient, positive and lawful relations, support and activities.
Monitor, record, analyse and report on activities, trends, results and recommendations relating to import/export activities.
Manage/liaise with stock control, warehousing and distribution activities influenced by or reliant upon import/export activities.
Investigate, plan and implement strategically effective and relevant transport methods, which meet optimally the needs of the organization and its suppliers and customers. (These all duties are related with importing and Exporting of Musical Instruments from China, Japan, Malaysia etc to India and to Emirates, dealing especially with Electronics and handicrafts)
Dealing with all kinds of AAFES Container Movements,
Supervise the site Container yard operations,
Duties include the importing and Exporting of merchandise
Secretarial jobs includes participate in meeting with different carriers and US Army official, video conference, voice conference, Customs officials meeting and letter preparations, etc.Office Administration includes, Payroll preparation, Documentation for import and exports, Meeting Arrangements, Travel arrangements for the seniors and employees ...etc.
Creation reports; Weekly Container Report, Daily Container Reports, Delivery confirmation Reports, Air Shipment Reports etc.
Controlling Air Shipments to all AAFES Kuwait Facilities and to all AAFES Southern Iraq facilities.Keep tracking for all carriers owned containers turn back to clear detention mostly MAERSK, P&O, APL containers.
Using more advanced technologies to keep a better transporting system like CMST, TCMD, RF Tag, ITV.Doing TMR’s, Bill of Lading, Customs Clearance Letters etc.
Dealing with all warehouse operations like picking, SKU management, Preparation of Reports, Activity Report, Safety Reports, CRC and UPC inventory etc. May act as Logistic advisor on Logistic administrative matters to senior management and or to regional offices.May develop and maintain computerized spreadsheets and databases to enter information and generate reports; may produce, revise, or refine formal presentation materials, using presentation software.
Administrative matters and explains procedures to others; makes appointments, coordinates meetings, and schedules conference rooms for supervisors and staff using an on-line calendar system; arranges hotel and airline reservations and local travel plans for the Logistic Team.
May carry out special assignments for senior personnel.
Determines method of shipment, utilizing knowledge of shipping procedures, routes and rates.
Performs other duties as assigned.
(All of the above duties are subjected to Logistic Operations and Administrations)
B.com (Bachelor in Commerce) 2000-2003, University of Calicut, , India Diploma in Financial Accounting Packages. (Tally, Gulf Package) Diploma in Computer Applications (MS OFFICE, C++, VB, etc) Diploma in Data- Entry- Operations and Internet packages Diploma in Marketing and Salesmanship. Well Knowledge in other Computer Applications like DTP, HTML, JAVA