Office Administrator
RMEA
Total years of experience :18 years, 1 Months
• Primary point of contact ( GO-TO-PERSON) within the company, oversaw daily operations and delivered elevated support to the leadership team, all departments and stakeholders
• Managed the reception, couriers, office and pantry supplies, maintained meeting room schedules, resolved queries and complaints
• Met and assisted office visitors, screened phone calls and directed them to the concerned departments
• Ensured office is tidy at all times, trained and supervised office cleaner
• Main liaison for IT services, office maintenance and repairs, and external corporate service providers and ensuring seamless operation
• Vendor management, raised Purchase Requisitions and Local Purchase Orders and ensured invoices are paid on time
• Managed complex travel arrangements for the leadership, all employees, business partners and stakeholders
• Organized company events and trainings, managing logistics effectively
• Prepared, processed and monitored contracts via an online portal while coordinating with global legal department
• Negotiated contracts with vendors and suppliers
• Developed and maintained an organized document control system, ensuring protection of employees’ sensitive files
• Managed company insurances (medical, life, office) and ensured timely renewals
• Liaised with government bodies for trade license renewals, tenancy contracts, and other corporate licenses/ certificates, company liquidation
• Managed office space, prepared workstations for new joiners, set up IT and other equipment
• Created HR Master file spreadsheet and kept it updated
• Maintained updated HR confidential files, provide monthly payroll updates to Finance Department
• Processed new and visa renewals of employees, dependents and guests/ business partners, visa cancellations
• Prepared and submitted monthly HR reports to the Global HR
• Processed GPSSA Registration and contributions for UAE Nationals
• Led recruitment coordination, schedule interviews and ensured smooth onboarding on new hires, relocation, and conducted new hire orientation
• Coordinated with non UAE based employees, ensuring their needs were met effectively
• Prepared HR contracts/ offer letters, salary certificates, NOCs and other employee related documents, prepared annual ticket allowances for all employees and dependents
• Improved recruitment process by efficiently collaborating with agencies, managing candidate logistics, and coordinating interviews and assessments.
• Boosted HR operations through regular management and update of staff and contractor data.
• Administered immigration procedures, including visa applications for employees and contractors.
• Produced a range of official documents including employment contracts and NDAs, managed onboarding and off boarding
• Managed employee health insurance and workers' compensation
• Conducted verification of labor hire and insurance broker invoices under accounting responsibilities.
• Delivered administrative support to the Maintenance, Operations, and Project Departments.
• Managed weekly and bi-weekly managers' meetings, prepared monthly roster through online portal
• Coordinated with government bodies for operational licensing requirements. Assisted staff in obtaining good conduct certificates from law enforcement bodies.
• Supported M&O Manager with an e-inventory and tool repair system.
• Ensured accuracy by proofreading operational guidelines and other documents.
• Streamlined CEO's schedule and commitments, ensuring efficient workflow.
• Managed CEO’s day-to-day business-related and personal affairs.
• Facilitated executive level communications by arranging and overseeing meetings with industry partners.
• Managed comprehensive/complex travel arrangements for the CEO, executives, business partners and family members, tracked expenses
• Processed visas for other countries such as USA, UK, Schengen and others.
• Prepared business correspondence, reports, maintained detailed minutes and proofread letters.
• Managed and maintained CEO’s confidential files and affairs
• Administered CEO's financial affairs, ensuring timely payments and credit monitoring.
• Oversaw payments for CEO's personal expenses, including household and utilities, ensuring timely settlements.
• Managed rental properties owned by CEO, featuring liaison with estate agents and client communication.
• Prepared and processed rental property documentation, involving contracts, title deeds, and charges.
• Mitigated tenant-related issues with diplomacy and professionalism.
• Managed insurance transactions such as applications, renewals, claim settlements, and reimbursements.
• Conducted online research, prepared detailed reports, memos and other required documents.
• Ensured smooth internal communication by distributing company emails to relevant departments.
• Identified potential projects and coordinated with consultants and contractors for bid opportunities.
• Actively participated in Sales Team meetings, documented meeting minutes, and monitored progress of team projects.
• Provided assistance to TV licensing department
• Managed the reception (busy switchboard), incoming and outgoing mails/ couriers, ensured meeting rooms are cleaned and organized
• Assisted walked-in customers for