Office Manager cum Accountant
Kids First Group
Total years of experience :10 years, 2 Months
Reports Directly to CEO
Coordinating the effective administration of accounting system, petty cash and personal expenses of CEO.
Providing assistance to senior management.
Producing high standard presentations often within tight time-scales.
Preparing correspondence and reports to the CEO in order to ensure timely and effective
communication to concerned individuals/departments/organization.
Travel Planning for KFG Chairman, VIP/VVIP guests - Coordinates cost-effective and sometimes
complex domestic and international travel arrangements and itineraries for individuals and group
individuals and groups (includes visa processing, hotel and flight bookings). Fixing travel
(flights, hotel bookings & airport transfers/car rental services) either thru
travel agents or online. Local and International Visa application support for VIP/VVIP guests
who are coming to UAE and also International visa application for the Chairman and his family.
Upholding standards of discretion and maintaining confidentiality in all matters.
Performing any other specific task assigned by CEO or Business Partners in a timely and efficient manner.
Administrative Abilities
Arranging all travel and accommodation arrangements for staff.
Arranging Weekly, Monthly and Leadership Meetings/Conferences and write minutes of meetings and
Produce memos of such for review of Management.
Prepares presentations and proof reading the same to ensure proper formatting is observed and eliminate
errors.
Coordinating all clerical staff & utilizing office equipment effectively.
Creating & implementing new administrative systems and ensure 101% smooth running office
operation and ensures 101% transactions and duties are carried out.
Coordinated daily operations and handled office task such as correspondence, courier/shipping,
file managements & database administration and ensure efficient documentation and filing process.
Meeting Coordination - With minimal guidance, coordinates and makes arrangements for on-site and
External conferences, meetings, team events, workshops and more.
Maintaining office equipment & arranging any repairs or replacement.
Manage stationery and office equipment & furniture, including inventory, ordering of new stock etc.
Organizing induction programmes for new staff.
Recording office expenditure and managing its budget.
Receives all calls and forwards call to respective colleagues.
Manages Petty Cash and expenses claims of staffs.
Training and supervising the work of other members of staff.
Procurement Abilities
Forecasting levels of demand for services and products to meet the business needs and keeping a
constant check on stock levels.
Conducting research to ascertain the best products and suppliers in terms of best value, delivery
schedules and quality; liaising between suppliers, manufacturers, relevant internal departments and
customers.
Identifying potential suppliers, visiting existing suppliers, and building and maintaining good relationships
with them.
Negotiating and agreeing contracts and monitoring their progress, checking the quality of service provided.
Processing payments and invoices.
Keeping contract files and using them as reference for the future.
Forecasting price trends and their impact on future activities.
Giving presentations about market analysis and possible growth.
Develops organisation's purchasing strategy and continuously improves systems.
Producing reports and statistics using computer software.
Evaluating bids and making recommendations based on commercial and technical factors.
Ensuring suppliers are aware of business objectives.
Attending meetings and trade conferences.
Overall Job Description
Manage employee records of 3 Company
- Emirates Printing Press,
- Lunad Publication LLC and
- Miyabi Sushi and Bento LLC
Handle employee settlement(Preparation to Bank Transfers).
Over all in charge for all Bank Transaction for employees.
Oversee Human Resource documentations (Passport, Visa, Labour Contracts)
Handle the Payroll Process for Miyabi Sushi and Bento LLC.
Prepares and Audit WIP Report vs. Production Record.
Prepares Job Costing Report and Closing/Posting WIP transactions and various inventory reports.
A very keen knowledge on UAE Labour Law.
Also Responsible of the Following
Ensures that the company books and records are up-to-date with functional responsibility for time keeping/payroll process.
Preparation of Various Reports for the Top Management.
Audit physical inventory count of stocks.
Verify inventory discrepancy.
Assist external auditors during interim and year-end audits.
Reconcile all inter company accounts and obtain monthly confirmations.
Extends assistance in the preparation of pertinent schedules for monthly closing.
Implement 5S in working area.
Carry out any special tasks for management information as assigned from time to time.
> Manage cash position and banking relationship Co-ordination with vendors and clients to manage payables and receivable
> Analyze revenue and expenditure trends and recommend appropriate budget levels, and ensure expenditure control
> Ensure all supplier invoices are accounted in accordance with financial policies and procedures
>Process all supplier payments as per company’s payment policy/terms
>Process all staff payments for expenses, advances, leave and /or final settlements
>Maintain job costing and necessary reconciliations in respect of major jobs and projects
>Periodically reconcile accounts as allocated by the Finance Manager and ensure all necessary journals are passed on time
>Process utility bills, telephones and petrol bills for payment before respective deadlines and process accounting entries
>Manage weekly cheques preparation and releasing /assist Treasury Staff with wire transfer run
>Maintain the general ledger
>Weekly reconciliation of all debtors and creditors
>Prepares monthly schedule of accounts payable- 30Days term, 60 Days Term, Foreign Currency
>Maintains and follow proper ISO procedures and GMP requirements.
>Manage accrual and reversal of payables of local and foreign suppliers
Overall Job Description
Coordinates activities of the bottling department in accordance with identified company goals to obtain optimum efficiency, economy of operations, and maximize profits by performing the following duties personally or through subordinate supervisors.
Also Responsible of the Following
Maintains and follow proper ISO procedures and GMP requirements.
Monitoring of daily Production schedule/output.
Administer work schedule of production workers.
Audits monthly physical inventory count.
Verify inventory discrepancy.
Assist external auditors during audits
Extends assistance in the preparation of pertinent schedules for monthly closing.
Implement 5S in working area.
Perform other works that may be assigned from time to time.
Acts as initial interviewer of applicants and evaluates their exam results.
First Aider during emergency cases.
Prepares sales reports, review activity reports to determine progress and status in attaining objectives, and revises objectives and suggests plans in accordance with current conditions.
Ensures department activities run smoothly and efficiently.
Provides leadership, training and supervision within the department.
Provides a high level of customer relations and service.
Ensures compliance with Bank policies and procedures.
Assists in attaining established Bank and department goals.
Performs supervisory duties of department staff, coordinates staff for coverage in all related areas of the department.
Suggest, discuss and implement any system changes
Carry out any special tasks for management information as assigned from time to time
Also Responsible of the Following
Responsible for the providing the best level of customer service to the customers
Perform opening and closing function, cash pulls.
Make changes in orders and deposit according to the policies.
Monitor and maintain the store operational reports for the improvement in the store execution
Ensure the display areas are organized and clean.
Perform accurate sales transaction according to the cash control policies and procedures.
Responsible for physical checking of the store's front-end activities where other cashiers are working, working behind a register, monitoring entrance/exit doors, and ensuring loss prevention.
Knowledgeable in using cash register/POS.
Outmost leadership skills and comfortable with leading by example.
Help and support store shrink awareness program and provide advice to the management.
Ensure the restock on the sales floor and defective merchandise is properly labeled.
Assist in payroll preparation and distribution.
Bank errands and Petty Cash Controller.
Monitoring of daily gasoline stock flow.
Level: Bachelor/College Degree Field of Study: Commerce Major: Accountancy Institute: San Pedro College of Business Administration Period: June 2000- April 2004