Administrator - Office Manager
Alfahad & Partners - Consultants and Attorneys
Total years of experience :17 years, 0 Months
- Managed daily office operations, including scheduling, bookkeeping, and inventory management, resulting in increased efficiency and productivity.
- Streamlined administrative processes by developing and implementing new procedures, resulting in a 25% reduction in administrative errors and increased employee satisfaction.
- Acted as liaison between management and staff, resolving conflicts and promoting open communication, resulting in a positive work environment and improved morale.
- Maintained strict adherence to company policies and regulations, ensuring compliance with legal requirements and minimizing risk to the organization.
Tasks may include but are not limited to:
• Successfully managed the Country Chairman's complex schedule, including meetings, travel arrangements, and conference calls, resulting in increased efficiency and productivity.
• Coordinated high-profile events and meetings, including board meetings, shareholder meetings, and industry conferences, ensuring seamless execution and positive outcomes.
• Oversaw the Chairman's personal and professional finances, including expense reports, budget planning, and investment portfolios, resulting in accurate and timely financial reporting.
• Acted as a liaison between the Chairman and high-level executives, government officials, and external stakeholders, maintaining professional relationships and representing the Chairman's interests with discretion and tact.
- Provide a service to all members of the board in connection to their roles as directors.
- Support the chairman in all aspects of his/her job.
- Compilation and management of company files (articles of incorporation, regulations, share register, minutes, monthly reports and annual report, etc.)
- Compilation and periodic update of a meetings folder for board meetings, containing all the necessary documents enabling members of the board to effectively carry out their duties.
- Assist with the preparation and amendment of organizational regulations, allocation of authority document, corporate governance and risk management guidelines.
- Preparation of invitations to board meetings and the AGM, in consultation with the chairman of the board.
- Timely delivery of the necessary documents for board meetings and the AGM.
- Reservation and organization of premises, technical facilities for board meetings, the AGM and other meetings in consultation with the chairman.
- Taking minutes at board meetings, the AGM and other meetings on the request of the chairman(such as committee meetings, strategy meetings, etc. and delivery of final minutes within 14 days to all individuals on the distribution list.
- Create and update the pending items/open issues list for the board of directors and the executive management.
- Application for registration of changes and deletions in the commercial register.
- Assist in the design and content of the annual report, particularly in the areas on corpo-rategovernance and compliance.
- Informing members of the board on any changes in legislation or law, as necessary and helpful for the board’s ability to exercise their duties.
Ahmed Owis - page 1
- Annual reporting to auditors on any current litigation.
•To provide support to the Chairman in delivering overall strategic objectives.
•To provide administrative services including diary management, booking meetings, planning events,
organizing travel and preparing travel itineraries, correspondence and prioritizing emails for the
Chairman.
•To work closely with the Chairman and Senior Leadership Team through regular correspondence,
arrange meetings and prepare briefing materials for the Chairman.
•To provide administrative support in the delivery of assignments and initiatives on behalf of the
Chairman’s office as and when required.
•To ensure all correspondence and relevant materials are produced in a timely and accurate manner.
•To coordinate departmental reports and documentation for the Board of Trustees meetings and
other meetings with outside partners.
•To coordinate, attend and take minutes for the Chairman’s meetings and any other relevant meetings.
•To conduct research/ analysis as directed by the Chairman.
•To produce reports for the Chairman as and when required.
•To follow up on action points from meetings on behalf of the Chairman.
•To provide administrative support to the Chairman in the follow up and completion of departmental
work plans.
•To provide administrative support to the Chairman in implementing organisational projects and
programmers.
•To provide administrative support to the Chairman in the leadership and management of the
organisation.
•To provide administrative services to field offices such as responding to queries, issuing memos and
following up on Chairman requests
•Founder of "EL ALFY" Qatar Contracting Co. Branch in "DOHA - QATAR".
•Establishing a department of human resources and working as a representative
of the company at official and governmental bodies
•Extract all permits and licenses of the company.
•absolute dealing with companies and institutions that deal with the company.
•Preparation and organization of the organizational structures of the company.
•Organize files contain all the cards belonging to employees of the company
separately.
•Work on obtaining visas and travel permits for staff and employees of the
company.
•Dealing with recruitment companies and determine the level of employment.
•interviewing staff applying for a job and choose efficiency of the fittest.
•Follow up the local market, and bids to meet the needs of the company's raw
materials.
•Fully aware of the markets in Qatar and how to deal with it.
Full knowledge of all areas of Doha, Qatar .
•Have a Good communication skill.
•Presentation skills - Written and Verbal.
•Ability to deliver work on time.
•Ability to work within a team.
•Ability to manage time
• Reception and customer care
• Answer telephones, direct incoming calls accordingly and forward messages
• Purchase Order entry on ERP System (in support of finance personnel)
• Handle incoming and outgoing mail
• Stationery and office sundry stock management
• Arrange business travel, flights, hotels etc.
• Update manpower availability calendar with personnel movements
• Publish project reports
• Manage project archive information
• Manage / update FPAL database including customer feedback forms
• Maintain and deliver “new employee” induction pack
• Type and word-process various documents and electronic information
• Arrange and participate in meetings, conferences, exhibitions, and project team activities.
• Liasing and building relationships with customers, suppliers, and colleagues
• Managing the production and stock levels of marketing materials, including leaflets, posters, flyers and CDs - this may involve writing and proofreading copy, liaising with designers and printers, and arranging photo shoots
• Arranging for the effective distribution of marketing materials
• Maintaining and updating mailing databases
• Organising and attending events and exhibitions
• Supporting the business development manager and other colleagues
• Adhere to stated policies and procedures relating to health and safety, and quality management.
• Adhere to procedures relating to the proper use and care of equipment and materials for which the role has responsibility.
Bachelor Of Arts And Education In English Language
Bachelor of Arts and Education in English Language.
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