Office and Duty Manager
Heidelberg Medical Care Group
Total years of experience :15 years, 3 Months
Complete Office Administration and Management along Duty Rota Handling
Invigilate all exams conducted by British Council Kuwait and also support in exam administration duties.
Counseling students based in Kuwait, Dubai, Bahrain.
Handling walk-in candidates, attracting prospective students from various seminars held.
Maintaining database of students enrolled in different courses & universities.
Preparing and maintaining Daily Sales Reports.
Managing and liaising with students on all documentation and enrollment process.
Responsible for organizing and arranging video conferencing for students or university personnel as part of the admission process.
Handling all administrative responsibilities related to daily correspondence, filing.
Maintaining all personal records of students and keeping regular follow-ups with students.
Monitoring and maintaining CV database.
Managing the front desk, assisting in customer support.
Various administrative function like handling office correspondence, travel coordination, organizing hotel bookings for the management and important personnels coming down from the different universities in the UK.
Schedule Management
Managing the CEO’s office and organizing his meetings by booking facilities and meeting rooms.
Primarily create, coordinate, amend schedules of the CEO, prioritizing functions
on the company portal and also managing & updating daily itineraries on Outlook calendar.
Ensure meetings, deadline presentations and other duties of the executive office are carried out seamlessly.
Make Travel arrangements, coordinating flights, accommodations and other itinerary specifices.
Records & Reporting
Preparing and editing correspondence, reports, and presentations
Various office reports creation simultaneously charged with creating spreadsheets and charts, maintaining databases and writing departmental status reports.
Create Memos and Agendas and ensure notices go out to all attendees.
Create and Book keep meeting minutes.
Organizing and maintaining files and records
Office Management
Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries
Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
Other Functions
Adept at and handling all kinds of Business Correspondences independently.
Handle all Tenders and Contracts
Business Agendas and any other documents pertaining to the business front.
To analyze the training needs of all staff within the organization and also for corporate clients (if the need arises).
To design, organize, set up and deliver courses to meet the needs of all corporate clients, in house students and also the staff/employees of the organization.
To design and update training manuals, handouts & other supplementary materials for training purposes.
To conduct direct training sessions for all students, staff and corporate clients on software applications & packages.
To provide one-to-one training support as and when the need arises from students those require the same.
Provided and concentrated more on trainings to Beginners on how to use Computers and also the MS Office suite (Basic and Advanced Levels) keeping in mind and fulfilling the thought that everybody should be computer literate in this era.
Prepare suitable surveys to identify the applications training needs within the organization.
To conduct tests and performance evaluations to find out the level of training offered and to modify the tools and methods used to provide training based on the results received.
To continuously monitor, evaluate and review the quality and effectiveness of the training; also to apply amendments and modifications necessary to make trainings simpler, efficient and more productive for students.
To keep up to date with relevant systems and software to be trained in also research on other tools and softwares that can be used to make trainings easier, fun and more effective.
Co-ordinate with the administration department of the various training courses conducted and also liaison with them for the materials, certificates to be provided for students.
Creating SOP’s, Manuals, Training Calendars, Training Matrix and also comprehensive Training Guides & Materials (Soft & Hard Copies).
Providing full Technical and Application support in terms of Installation, Maintenance, Troubleshooting, Updating and Recovery of Programs and Systems
Preparing of Management Reports.
Researching of new tools to automate consistent report generation.
Follow, imply & maintain all ISO standards & requirements in maintaining files (around 50) and Log books and other records.
Co-ordinates with main office for any information related to daily activities
Ensures that all staff possesses valid papers & certificates required and also that proper records for these employees are available at all times. Also taking care of staff accommodation and allocation on their arrival to the company.
Creating, Maintaining & Updating Staff Database; Proper record of Staff’s bank details, locker records, leave applications, loans, medical issues, staff uniforms and other records in relation to staff.
Preparing Staff’s Timesheet and making their payments on time in term of overtime, bonus, leave salary etc.
Inventory for fixed assets and other miscellaneous items conducted every month.
Keep vehicle details & monitor usage of all drivers, conduct inspection on vehicle maintenance etc.
Ensure that the daily sales and head count report is given on time.
Constant attention paid to Safe Work Practices, immediately addressing any unsafe act witnessed and also preparing reports for the same.
Perform troubleshooting of any IT Issues related to Hardware, Networking or Printers.
■ Marketing Functions
Assistance in all Marketing activities like preparing of reports, surveys, analysis, market research & comparison studies, marketing activity reports.
Proof read advertisement and marketing materials make corrections and submit to the Operations Manager for Promotion Final Approval.
Organize events related to marketing in accordance with the marketing plan and follow up on arrangements of advertising and promotional campaigns.
Contact suppliers and arrange gifts and promotional items for special marketing events as per the marketing plan and budget.
Prepare survey and research projects summary presentations of CSI and consumer behavior surveys.
Prepare and edit Customer Satisfaction Index or Consumer Behavior questionnaires in co-ordination with the Marketing Manager.
Prepare surveys reports and submit to the Operation Manager/Food& Beverage Manager for review.
Create Fliers, Placards and other marketing promotional documents as requested by the management.
Online & Local Research on various other vehicle models, competitors, class segment performance, after sales service (kms & years) offered, promotions etc.
Preparing daily internal & external sales reports to be sent to managers & headquarters respectively.
Follow up in terms of vehicle performance, distribution & display.
Contributing to long term marketing plan & strategies.
Monitoring competitor’s activity, analysing pricing positions and evaluating marketing campaigns.
Marketing Budget review & management.
Sales training imparted to the sales team including soft skills like customer management, boosting sales, efficient time management, how sales & marketing are interdependent etc.
Follow, imply & maintain all ISO standards & requirements in maintaining files (around 50) and Log books and other records.
Co-ordinates with main office for any information related to daily activities
Ensures that all staff possesses valid papers & certificates required and also that proper records for these employees are available at all times. Also taking care of staff accommodation and allocation on their arrival to the company.
Creating, Maintaining & Updating Staff Database; Proper record of Staff’s bank details, locker records, leave applications, loans, medical issues, staff uniforms and other records in relation to staff.
Preparing Staff’s Timesheet and making their payments on time in term of overtime, bonus, leave salary etc.
Inventory for fixed assets and other miscellaneous items conducted every month.
Keep vehicle details & monitor usage of all drivers, conduct inspection on vehicle maintenance etc.
Ensure that the daily sales and head count report is given on time.
Constant attention paid to Safe Work Practices, immediately addressing any unsafe act witnessed and also preparing reports for the same.
Perform troubleshooting of any IT Issues related to Hardware, Networking or Printers.
■ Marketing Functions
Assistance in all Marketing activities like preparing of reports, surveys, analysis, market research & comparison studies, marketing activity reports.
Proof read advertisement and marketing materials make corrections and submit to the Operations Manager for Promotion Final Approval.
Organize events related to marketing in accordance with the marketing plan and follow up on arrangements of advertising and promotional campaigns.
Contact suppliers and arrange gifts and promotional items for special marketing events as per the marketing plan and budget.
Prepare survey and research projects summary presentations of CSI and consumer behavior surveys.
Prepare and edit Customer Satisfaction Index or Consumer Behavior questionnaires in co-ordination with the Marketing Manager.
Prepare surveys reports and submit to the Operation Manager/Food& Beverage Manager for review.
Create Fliers, Placards and other marketing promotional documents as requested by the management.
Technical Support & Trainer (IT & Soft-Skills)
Double Master's in Business Administration and Information Technology Specialization: E-Business & Website Management from James Cook University (Australia) in 2006.
Bachelor's degree in Information Technology (BIT) Specialization: Dotcom Technologies like WML, XML, ASP from The Manipal Academy of Higher Education India in 2003.
Advanced Diploma in Software Engineering (ADSE) Specialization: Software Engineering Principles offered by Aptech Computer Education from Cochin, India in 2001.