Admin Supervisor
Al Falah University
Total years of experience :12 years, 2 Months
Proactively inspect all AFU facilities including classrooms, staff auditorium, multi purpose halls, offices, gymnasium, sports grounds and other areas and identify maintenance concerns and address them appropriately.
Manage all Existing and Upcoming Projects' Design, On-time Execution, Implementation, Completion.
Manage all Civil, MEP, AC Maintenance with the Engineering Team.
Oversee and supervise team of maintenance technicians .
Supervise multi-disciplinary admin Sub-Departments like Engineering, Purchase, Security, Housekeeping, Fleet, Public Relations, Stores.
overseeing and agreeing contracts and providers for services including security, , cleaning, catering, technology and so on.
Manage the entire procurement for the contract ensuring business continuity and achieving a potential reduction in costs.
Ensure compliance with all safety and security protocols.
Ensuring that AFU facilities meet government regulations and environmental, health and security standards.
Assist with the planning, organization and management of university events like National and International day and off campus events like student exhibitions.
Constantly update and manage a preventive maintenance schedule. Undertake responsibility of maintenance work during weekends, school holidays or after-school hours.
Liaising with various local and government authorities as needed. (RTA, DEWA, DUBAI Municipality, Civil Defence and DED).
Manage permits, trade licence renewals and approvals required in line with the applicable laws.
Provide senior level administrative support to AFU chancellor through the facilitation of communication on his behalf (follow-up with letters, memos, reports, e-mail, and telephone calls).
Act as liaison between AFU top managemnt and staff to ensure appropriate coordination and follow-up on day-to-day issues.
Coordinating and leading one or more teams to manage various areas of responsibility
Any other duties assigned by university president & chancellor .
Duties & Responsibilities:
1- Generate & Prepare monthly IVMS reports for each vehicle and driver such as Activity Timeline Reports, movement Reports, summary Movement report, daily movement report, trip and utilization Reports, Scoring Reports, RAG Driver Scoring Reports, Fuel Reports Etc
2- Making reports about the vehicles places, work beginning, work ending, over speeding and do the needful in case of any accidents/Incident.
3- Ensuring and supervising Journey Management Plan & Procedures.
4- Preparing for meetings of the managing director & time schedules related to chairman.
5- Receiving and sending e-mails and faxes related to the managing directors in addition to archiving such mails & managing chariman in all of his works upon his request.
6- Ensure Quality Management System processes are established, implemented and maintained accordingly
7- Work with the Consulting Firm to prepare AL ASHFAQ CONTRACTING Quality Management System documentation such as Quality Manual, Quality Procedures and Standard forms (ISO 9001/14001/ Ohsas 18001).
8- Act as liaison with external parties and customers on matters relating to the organization’s quality management system such as consultancy firm, ISO Auditors .
9- Prepare and place requisitions / purchase orders for all supplies, spare parts, newly purchased heavy duty equipment and vehicles .
10-Provide office support to GM and type and distribute correspondence, make travel arrangements, answer phones, and maintain files. Administrative assistants also act as liaisons between departments, and supervise clerical staff, negotiate vendor contracts and plan events as well.
11 - All other duties as assigned.
•Maintains calendars, schedules, and makes travel arrangements Maintain procedures manual to ensure consistent performance of routines
•Check deadlines on incoming requests and put preliminary work in play
•Arrange meeting facilities
•Handle administrative detail, all projects
•Update and chase delegated tasks to ensure progress to deadlines