Support Services Manager
AYC
Total years of experience :20 years, 8 months
Manage all support services activities within Al Yamama including public relations, front desk services, security
services, maintenance, staff accommodation and transportation activities.
Ensure policies, protocols and processes involving all support services activities are effectively developed,
implemented, maintained, reviewed and updated.
Develop and updates a customized Transportation policies and plans corresponding to CTR (Commute Trip
Reduction) Program.
Act as a main contact point for external partners, consultants, contractors and businesses covering Al
Yamama`s support services.
Be a key driver of organizational change and improvement by establishing more efficient day to day
operations within Al Yamama’s support services.
Work with Operations and HR Managers to establish an inclusive culture that develops a shared understanding
of Al Yamama's vision and mission.
Assist in developing the divisional functional strategy and budget in accordance with Al Yamama overall
strategies and directions.
Manage and oversee processes relating to Governmental issues concerning employees (issuance of business
visas, visit visas, exit-re-entry visas, renewals of work permits, and Iqamas).
Keep an update on government regulations and statutory requirements and determine their impact on Al
Yamama.
Liaise with all-related governmental entities to resolve issues related to obtaining registrations and permits
including Saudization Certificates, registration certificates, registration with the Chamber of Commerce, etc.
Assist to manage allocated annual departmental budget by controlling expenditures, taking cost reduction
initiatives and reporting variances in actual versus budgeted amounts, to ensure effective cost management
practices.
Carry out inspections of the facilities to identify and resolve issues and formulate as needed, periodic work
plans and schedules to deal with them.
Perform any other job-related duties as assigned by higher management.
Organizing and supervising all activities that facilitate the smooth running of the office of the CEO.
Using a range of office software, including email, spreadsheets and databases.
Managing travel and accommodation for the CEO & other senior management.
Overseeing and managing administration responsibilities.
Accommodation sourcing, allocation and management.
Transportation sourcing, allocation and management.
Recording office expenditure and managing the budget.
Liaising with other administrative and operational teams.
Finance-related: Payroll coordination with Finance; Timesheets management; expense claims.
Administration & Maintaining office documents i.e. filing, document control etc.
HR-related: New joiners’ induction, orientation & mobilization (ensuring all new employees are mobilized ASAP & managing their accommodation and transportation etc.
Out of office hours point of contact in emergencies .
Travelling locally & internationally as and when needed.
Translate agreements and tenders.
Market expansion strategy: Supporting the HoBD develop and implement the company’s regional market
expansion strategy to ensure year on year growth.
Technical proposal development: Maintaining and growing the company’s current leadership position amongst current clients and potential clients across markets by developing winning proposals.
Prospective Client and BD related Engagements: Lead prospective client engagements and other related
meetings, focusing on meeting the ‘right’ managers to push forward any proposed sustainability initiatives and
proposals. Ensure regular, timely and professional follow-ups.
Resource Creation and Management.
Market Expansion Administration: Opportunities to establish new offices in new markets will present itself to
Sustainability Excellence.
Created highly effective filing systems including quick indexing, filing and offsite storage, resulting in easy access to critical information streamlining office functioning.
Conducting high-level conference calls, board and management meetings, special events and travel arrangements for top executives.
Conducting extensive internet research on competitors and potential acquisitions, reporting & analysis developing and maintaining comprehensive databases.
Updating and maintaining business calendar and events
Reorganized Executive and Finance libraries, and assisted managers in various high-level special projects.
Dealing with colleagues and clients’ inquiries treating each matter with utmost respect and importance.
Acted as liaison and maintained open lines of communication among senior executives, board members, shareholders, middle management and administrative staff.
Corresponded and developed press releases and other documents ensuring accuracy and consistency.
Coordinating timely preparation of company reports and presentations for board meetings.
Administrating office systems and procedures by using a high degree of judgment and discretion ensuring high level of confidentiality.
Arrange travel through internal or outside agents.
Preparing itinerary, trip file and supplies.
Preparing expense reports after completion of the trip.
Travelling locally & internationally as and when needed.
Handled independent correspondence with customers & suppliers inside Egypt and abroad.
Initiated contacts with suppliers in Italy, France, UK & Switzerland related to there line of brands and informing the company management for the new arrival of top line new brands.
Check payment terms with suppliers related to different line of brands.
Kept regular contact with other related branches & showrooms fulfilling their requirements with regards to marketing information.
Assist in the preparation of promotional plans and marketing materials to support new and existing products and services in order to maximize customers’ awareness..
Circulated and distributed catalogues and brochures to support sales as per annual budget and in coordination with Product Managers.
Handled all incoming and outgoing telephone calls, taking messages, arranging appointments and setting up meetings, attending to guest, and organizing trip schedules and itineraries.
Prepared memorandum for internal and external communications and schedule of the Country Manager`s meeting, appointments, training’s, seminars etc.
Handled and received suggestions and complaints from employees and presented it to the Country Manager for immediate action.
Developed written desk instructions. Interface on a routine basis with a variety of project personnel providing support/responding to questions.
Initiated a variety of correspondence, records and reports, some of which containing confidential information.
Established and maintain a variety of files and other office systems necessary for the performance of the work
Scientific Qualifications Bachelor degree in English literature History, May 2003 Faculty of Arts, Cairo, Egypt.
