Administration Officer
Mubadala
Total years of experience :17 years, 4 Months
• Providing professional and logistical services to assist Mubadala's through office support, procurement, housing and facilities management.
• Manage the delivery of many essential operational matters: Procurement - specialized in price negotiations, supply chain management and strategic sourcing. - Office support - specialized in fulfilling logistical and operational requirements. - Housing - specialized in satisfying Mubadala's employee accommodation and utility’s needs. - Facilities management - specialized in building maintenance, cleaning and security services.
• Deliver and supply prompt and quality services to drive greater business productivity and performance.
• Operate communication systems, such as telephone, switchboard, intercom, two-way radio, or public address.
• Record messages, suggesting rewording for clarity and conciseness.
• Answer simple questions about clients' businesses, using reference files.
• Handle general clerical duties such as correspondence, calendar management and meeting coordination.
• Establish an effective communications system to keep the site team informed and maintain good relationships with the tenants and construction team.
• Dealing with people issues in a positive manner and ensure tenant satisfaction is achieved.
• Coordinating work, questionnaires, providing works information, dealing with queries, responding to complaints and resolving concerns.
• Report to Real-estate service Manager.
• Initiate / generate technical instructions, error notes and other site observations.
• Liaise with other disciplines for co-ordination issues.
• Assist in preparation of weekly and monthly reports.
• Operate the helpdesk system, receiving all incoming requests by email and telephone, and logging all relevant information onto the job sheet.
• Ensure all requests are issued to the relevant team to action, and completed in a timely and efficient manner.
• Act as the key communication point between the FM team, and the client, whilst keeping staff informed of all progress. A closed loop of communication is required until jobs are complete.
• Produce regular statistical reports via the helpdesk system to demonstrate performance of supply partners and FM team in service delivery, and continually flag any outstanding requests.
• Liaise with service managers as necessary regarding outstanding jobs or complaints.
• Complete inspections to identify any potential issues within Mubadala floors.
• Produce monthly PPM task sheets and distribute it to the MEP technician.
• Security administration including records of access requests.
• Communicate effectively with operations supervisor, technicians, customers and colleagues at all levels.
• Ensure the correct procedures are followed and all information is supplied in a clear and concise manor.
• Produce monthly report contains numbers of complains received during the month with the close and open rate.
• Responsible for the lost and found items within Mubadala floors.
• Manage and control all incidents and complains for Mubadala project (Al Mamoura building A&B), Obeid building and the Leadership Acceleration Building in all fields (MEP, Cleaning, Security and Maintenance).
• Liaise with the outside contractors and get Quotations upon required.
• Attend all training courses schedule for the Real Estate Services.
• Do administrative work to assist the associated director.
Prepares and processes legal documents, such as summonses, subpoenas, complaints, appeals, motions, and pretrial agreements
Mail, fax, or arrange for delivery of legal correspondence to clients, witnesses, and court officials
The Legal Secretary attends legal meetings, such as client interviews, hearings, or depositions, and takes notes.
Responsible for preparing & checking memorandum of association for projects, automating the filing for the GM and enrolling that to all Senior Management team.
Organizing events, workshops, negotiations & conferences.
Reviewed all translated documents in the company from English to Arabic & vice versa and maintains the law libraries, documents, and case files.
Carrying out all regular routine secretarial works like; (filing, travel arrangement, calendar organization, answering the phone, manage meetings preparations, follow up correspondents)
Preparing official correspondence (Arabic - English).
Updating client information through CRM system.
Assists in completion of all procedures for the new joined / resigned staff, filing and maintain all their personnel files.
Assists attorneys in collecting information such as employment, medical, and other records
Assists in development of new Human Resources Processes, systems or procedures and Update & follow up HR-net processes; (leaves, attendance, payrolls & personal information).
Support internal clients and colleagues with all HR related issues; (Salaries letters, certificates, in-coming / out-going mails and courier’s services)
Carryout Medical Insurance process
Coordinate and register staff training, conferences and seminars.
Review and process expense, deduction claims & payment vouchers & handle daily petty cash.
Arrange all staff related PR needs & coordinate externally with; Ministry of foreign affairs, insurance providers, DIFC, banks, courts, law firms, travels & car agencies
• Identify customer needs and refer customers to appropriate banking services.
• Accept money or cheques deposited by customers, verify records and receipts, and credit customers' accounts.
• Pay money to customers according to advice slips, cheques or negotiable documents, and debit customers' accounts.
• Coordinate with the Customer Services Manager to get authorizations in all daily transactions and record it in system and manually.
• Assess customer loan proposals and provide customers with all bank’s offers.
• Open and close accounts for customers.
• Answer customer inquiries, ensure effective communication and provide sufficient level of support to all customers.
• Assists in production of advertising, marketing brochures, sales kits or other promotional materials that related to RBG.
• Carrying out secretarial work.
• Answering the phone and handling the company mails and replies.
• Receiving and register the faxes.
• Preparing invoices, quotations & vouchers.
• Filing company documents both in the folders and filing cabinets.
• Handled customer information.
• Other office routines.