Office Administrator
Al Hokair Group
مجموع سنوات الخبرة :17 years, 9 أشهر
Perform Administrative functions:
○ Performs a wide variety of responsible and complex administrative, secretarial and clerical duties for
Region under the Operation Director.
○ Provide analysis on daily, weekly, and monthly as well as yearly monitoring of SLA thru HCM within all
departments.
○ Preparation of complete reports for new stores and closing stores..
○ Preparation of Director’s Top management analysis reports and
○ Coordinates with Mall Managers on all Operational reports including HR and Maintenance.
Perform Accounting functions:
○ Coordinate to all Mall Managers including Regional Managers for Cash Deposit and Cash collection
reports on daily basis and as per required by Finance Department..
○ Prepare Consolidated Sales Report.
○ Handling petty cash fund and preparation of Expenses claim report.
Perform Procurement functions:
○ Preparation of Price comparison and Quotation requests to Suppliers.
○ Preparaton PR/PO through Oracle system as well as Suppliers coordination until orders are settled.
○ Payment preparations through Oracle Systems
Supervising 18-20 Malls within Riyadh and other nearby region.
Perform Administrative functions:
○ Performs a wide variety of responsible and complex administrative, secretarial and clerical duties for
Mall.
○ Coordinate and participate in mall support functions in sustaining department goals and objectives and
to provide information and assistance to employees regarding mall policies and procedures.
○ Manage Mall support functions; may direct the work activities of clerical personnel; prioritize and
coordinate work assignments; review for accuracy.
○ Print all communication Email Related to Brand and handover directly to Store Manager in charge for
implementation.
○ Ensure to report all issues related to T&A direct to concern person. Prepared the Mall Staff
Attendance to be sent to I-Vision Team for Day’s Off & Lieu Day update. Amending discrepancy as per
approval from Regional Managers.
○ Provide Daily Sales Report every morning to be sent in Regional Admin on daily basis.
○ Operate a variety of office equipment including computers, copiers, POS machines, input and retrieve
data and text; organize and maintain disk storage and filing.
Financial and Procurement:
○ Changing Cash to Bank for Store Cash Change & Collecting Daily Cash in all stores every night including
review of DSRV that contain the details of Store Actual Sales on daily basis.
○ Preparing the Cash Handover to Hemaya every morning and Send Cash Summary Deposit to Store
Support / Finance including the deposit form.
○ Report any outstanding issues related to Cash Collection.
○ Report all Damaged Span Machine to bank and collect the helpdesk no for reference.
○ Order all necessary Stationary to malls and Brand Carrier Bags to all stores 2x a month. Report to be
forwarded to Store Operations and DC.
○ Maintain records and database of files monitoring document flow and important paper for
safekeeping.
Supervising 30 - 40 Brands within the mall
Work Performed:
Perform Administrative functions:
○ Supervises the Area Managers and monitors compliance of the established system and controls.
○ Monitors and initiates fund transfer within the region of coverage.
○ Controls and approves cash disbursement of the Region Office
○ Evaluate performance of his area covered and prepares periodic reports regarding various analyses
in performance.
○ Preparation of Purchase Orders and Job Orders for Branch renovations and other required assets.
○ Gathers recommendation from area managers regarding non-moving stocks of coded items.
○ Conducts bidding auction and volume sales in the region of coverage.
○ Initiates hiring, transfer and promotion and salary adjustment.
Financial Planning:
o In coordination with Operations Department, develop and implement budgetary controls and assumptions.
o Oversee strategic and planning process by ensuring the plans and operating budgets are submitted by all branches/sectors and support groups on a timely basis; consolidate sectorial and support group’s annual business plans and strategies for presentation.
o Coordinate, streamline, and provide training/support to improve sector/area/branch financial planning and budgeting process.
o Document agreements during planning meetings and follow-up all area/branch and groups to ensure that agreements are done.
o Budget policies regularly updated to keep abreast with changing Company budgetary needs.
Budget Monitoring (actual vs. goal):
o Track and review actual accomplishments and results of all branches against targeted key performance indicators. Analyze variance explanation and work catch-up plans with all area/branch heads.
o Review actual financial results vs. goal and come up with a monthly report on the results of operations.
o Participate in the completion of the year-end requirements.
o Review Capex budget requirements.
o Perform budget review of expenditures.
o Preparation of variance analysis on a monthly basis.
Fixed Asset Accounting and CAPEX Budget Monitoring:
o Responsible for Fixed Asset Accounting System.
o Review all capital expenditures request vs. budgeted.
o In coordination with Admin, conducts periodic physical verification of fixed assets.
o Review reconciliation results of physical count against balance per books and accounts.
o Ensure that physical count adjustments are promptly recorded in the books and accounts.
o Oversee monitoring of disposal of repossessed assets are review related reports.
o Prepares monthly report on the status of CAPEX budget.
o Prepares fixed asset physical count reconciliation statement.
Audit Findings and Recommendations Monitoring:
o Keep track of implementation of Audit Findings and Recommendation both from Internal Audit, Operational and Accounting.
o Prompt issuance of reminders to all concerned for unresolved and unimplemented internal audit finding and recommendations.
Legal And Documentation:
ο Prepares and review Contract of Lease, Security Contract and Renovation Contract.
ο Monitor compliance of Permits, Licenses and other Governmental agencies requirements.
ο Initiate and implements regulation pertaining to Labor code, BSP Law and other legal entity.
ο Act as representative of the Company in Legal hearings/investigation.
ο Conduct preliminary investigation to parties involved, e.g. employee cases.
ο Prepares monthly/quarterly status report on all Legal cases for management discussion.
Business and Development:
ο Initiate and propose strategies that will boost company’s profitability.
ο Prepare and recommend site acquisition and branch expansion.
ο Create, develop and analyze new concepts that will increase, improve and maximize income.
Supervising 30 - 40 branches within a specific region.
Work Performed:
Perform administrative functions
o Supervises branch managers and monitoring compliance of the existing systems and controls.
o Conducts surveys within his area regarding the industry and evaluates performance of each
branch. Preparation of draft memo for comments for various projects.
o Insuring the time schedule for daily task and meetings.
o Prepares Price tag/code for Saleable items.
o Conducts review on pledge items on a random basis on loans
o Recommends and formulates strategies and gimmicks to booster performance of branch operation.
o Reviews non-moving stocks of sales department and recommends action for its disposition whether reducing its price or converting it to goldsmith material.
o Periodically conducts inventory on fixed assets of the company.
o In charged on maintaining Service Level Standards (SLS) report on daily basis and submit the monthly reports.
o Prepares periodic reports to the Regional Manager re: various analyses on performances.
○ Participate in internal audit engagements and performs compliance audit, risk assessment and
evaluation of the business' control environment.
○ Ensures that engagement communications are accurate, objective, clear, concise, constructive
and timely.
o Sees to it that the approved engagement program is carried out unless changes are both justified and authorized.
o Prepare audit working papers and summarizes audit findings.
o Prepares and reviews financial statements and the related notes, income tax returns, points for discussion, management letter and other related documents.
o Responsible for identifying and communicating issues. Recommend possible solutions for issues identified.
▪ Supervises 6 branches within the Area
Work Performed:
○ Supervises day to day operation of the branch.
○ Checks from time to time the computation of interest collected and other charges
○ Conduct a review and understanding of the client's business cycle as a whole.
○ Perform internal control testing and documentation.
○ Entertains customer's problem and approves reservation of coded items and extension
of expired pledge items.
○ Keeps expenses within the limit and explain unfavorable variances between actual
performances and the set of goals and objective.
○ Perform substantive analytical review and test of details on all financial statements' accounts.
○ Examines and evaluates client’s internal control system, identifies possible tax and other
regulatory exposures and provides the necessary recommendations for improvement.
○ Participate in the settlement of accounting, auditing and tax matters with clients depending on
their complexity and technicality.
○ Prepares and reviews financial statements and the related notes, income tax returns, points for
discussion, management letter and other related documents.
○ Reviews and approves daily reports.
○ Appraises performances of the personnel in the department and recommends transfer,
promotions or salary adjustments on the basis of merits and performance.
○ Recommends to the Area Manager to formulate and implement operating policies and
procedures to safeguard the assets of the company and to attain the goals set.
○ To appraise articles (e.g. jewelries, appliances) properly and accurately.
Monitors current prices of appliances, watches and other valuable items
acceptable as pledge.
Work Performed:
○ Disburses cash to designated payee or its authorized representative.
○ Receives cash payments for loans paid, counter sales and collections of accounts receivable.
○ Prepares Cash Transfer and Requisition Slip.
○ Receives and releases pledge items.
○ Makes sure that vault premises are restricted to unauthorized personnel.
○ Acts as petty cash custodian.
Work Performed:
○ Prepares Daily Cash Receipts and Disbursement Report ( CRDR )
○ Issues check vouchers upon receipt for approved request of check issuance.
○ Prepares Journal Vouchers and Summary of Money Remittance transactions.
○ Conducts cash count of funds in the ECR and reconcile cash balances at the end of the day.
○ Checks daily reports of loans extended and loans paid blotter, loans extended and loans paid summary, cashier’s report, sales report, sales report and Money remittance transactions
○ Checks Auctioned sales items and monthly expired items on pledge loans.
○ Takes charge of office forms and supplies control.
○ Accounting preparation of monthly financial statements and perform accounting supervisions.
○ Tax Compliance and Governmental Requirements - preparation of monthly tax returns and BIR
reports (e.g. ITR, VAT returns and Expanded Withholding Taxes).
○ Bookkeeping - maintaining books of the clients such as Sales Journal, Account Payable, Accounts
Receivable Journal and General Journal.
Work Performed:
○ Responsible for Cash on Hand.
○ Receives cash payments from customers and issues receipts.
○ Take charge of the petty cash.
○ Monitors and request supplies needed for operation.
○ Prepares PO’ s for supplies needed for day to day operation.