Lead Corporate Services Officer
Qatar Airways
Total years of experience :25 years, 6 Months
In charge of the Utilities Division, which is part of the Corporate Services Department.
• Manage and organise the Utilities process for new building takeovers
• Preparing SOP’s for the processes within the Corporate Service Utilities Department
• Perusal of tenancy contracts and taking necessary actions based on the contracts.
• Interaction with the landlord representatives to obtain utility meter information
• Checking of the information with the Water and Electricity Authority (KAHRAMAA)
• Arranging funds for the payment of deposits for the water and electricity meters
• Payments of deposits and transfer of meters to Qatar Airways
• Providing information to Property Management Division for updating of their records
• Organise Waste Skip Services for the building if required. Annual renewal of the Waste Skip services
• Manage Investigative process for High Consumption, Vacant Apartment Consumption etc.
• Supervision and reversal of wrong charges and estimated charges to the company.
• Process monthly payment to service providers (Approx. 3.6 to 4.2 million Riyals monthly)
• Process the monthly recharges to staff, for utilities for staff in the deductible categories
• Maintain and check the Corporate Credit Card balances on daily basis
• Ensure that the monthly statement of expenditure is submitted to Accounts Payables
• Ensure that proper cumulative databases are maintained for Water & Electricity, Qatar Cool District Cooling
• Ensure that proper databases are maintained for recharges and utility meter deposits for management information and monthly dashboards for audit records.
• Resolve utilities queries sent by the captains and senior management, pertaining to utility charges.
• Overlooking office administration, business correspondence, filing etc.
• Maintain the records of the office and warehouse lease and renewals
• Coordination and liaison with the SEWA and commercial departments if necessary
• Coordinate with Sales Staff for requirements and raise purchase requisitions
• Dealing with suppliers, meeting them and do regular follow up of orders placed
• Compile data for preparing estimates and negotiate for best rates with the suppliers
• Creation of new company registration on system, and verification of new company documents
• Follow up of collections from sales personnel
• Supervision and planning of drivers for delivery off materials and related paperwork.
• Supervision of Vehicles, preventive maintenance, renewals and insurance, check on driver log book.
• Follow up with Accounts for payments to suppliers
• Recruitment of staff, coordinating with employment agencies, manages the joining process and orientation of new joining staff.
• Maintaining all personal records of staff.
• Attendance and leave supervision of employees and submission to accounts department.
In charge of the HR function for 2 properties one a 3 star hotel and the other a hotel apartments.
• Recruitment - Sourcing, short listing and interviewing candidates for various requirements given by the departments in both properties.
• Manage the joining process Induction and Orientation of new joining staff, supervise the visa and amendments process for all new joiners
• Prepare and update the organisation charts for both the properties
• Maintain the personal records of all staff
• Maintain and track the documents like OHC, Vaccination, Emirates ID, Visas and Labour Cards and manage the renewal process of these documents
• Manage the attendance, leave records and payroll matters for the employees
• Manage the appraisal process for all staff
• Responsible for the transfer and upkeep of the employee data on the HR Net.
• Look after the staff accommodation and welfare activities
• Supervise and maintain the records for all the leased accommodations for the employees
• Prepare SOPs and update them as and when required in consultation with the HOD
• Carry out inspections of staff and equipment in line with the HACCP and safety regulation of the company.
• Liaison with bank for new joiners and for any other discrepancies
• Handle staff grievances
• Handle disciplinary matters
• Organisational Climate Survey / Employee Survey
• Staff retention through staff engagement, training and rewards.
• Supervise the attritions / separation process up to the cancellation of visa. Conduct exit interviews of staff leaving the company.
• Supervise and coordinate the ordering of stocks for the kitchen from the suppliers
• Manage the stock and month-end stock books and reports to the management.
• Liaise with our suppliers for deliveries and invoices and coordinate with the Accounts Department for payments.
• Liaise with the local military officers for entry permits and temporary access for staff members and visitors to our site.
• Organize the purchase of furniture and fixtures for the managers.
• Handle the lease and DEWA, Etisalat requirements for the managerial and staff accommodations.
• Handle staff welfare such as staff accommodation, their food facility, recreation facilities, uniforms etc.
• Coordination of the appraisal process of the company
• Maintain Personnel Files and the training records on site.
• Supervise the attendance and leave records and provide details to the HR manager for payroll.
• Coordinate with the Head Office in Abu Dhabi for travel requirements of the staff and Senior Managers. Arrange for the transport and transfer of staff to and from the airports and the staff accommodation.
• Contact point for all new joiners on the site. Their induction and familiarisation of the facility.
• Handle staff separation formalities.
• Handle petty cash
• Recruitment - Sourcing, short listing and interviewing candidates for the various requirements given by the department heads.
• Supervise passport and other visa formalities and paper work of new joiners.
• Handle staff grievances and facilitate in the upkeep of their morale
• Induction and orientation of new joiners to the organisation. Giving them a brief about the policies and procedures in the company.
• Contact point for staff and managers alike, for guidance in various procedures and policies of the company.
• Instrumental in finding staff accommodation and looking after all the aspects related to their welfare and the upkeep of the site, for employees. See that they are looked after well, in line with the company’s objectives.
• Attendance and leave record supervision
• Training needs - Looking after various training needs in the organisation. Trainings coordinated for Fire Fighting, first Aid, Forklift license training.
• Coordination of the Performance Appraisal system in the company. Helping departments in their queries and assisting in the timely completion of annual appraisals.
• Supervise the attrition / separation process for staff leaving the company. Conduct exit interviews and complete the separation process and cancellation.
• Communicating and Meeting with the Existing Clients of the Company.
• Checking on the service provided to the clients and coordinating with the company to work on the comments and suggestions provided by the client.
• Tapping the Existing Customer for repeated business.
• Introduction and presentation of new services offered by the company
• Bringing in additional business and sourcing the same thru contacts, media, advertisements etc.
• Daily reports and weekly analysis based on the reports.
• Perform auditing of the New Business Applications from ‘ Direct Sales Force’ and checking of conformity to meet the requirements of the company.
• Ensure availability of accurate of information to the business by up keeping of TMS (Task Management Schedule), New Business Application log, medicals log and progress information in line with departmental standards and turnaround times.
• Perform thorough anti-money laundering checks of new business applications ensuring highest level of accuracy and compliance with standards.
• Manage routine & complex internal /external customer’s enquiry.
• Promote working environment / procedures conducive to improving productivity, increasing efficiency, enhancing quality, strengthening financial results and customer service.
• Exercise and maintain strict confidentiality of all the data processed including client’s details, premiums register, and client’s historical records & communications.
• Perform timely and highly accurate data entry and maintenance of new business records to ensure on time completion of the administrative / clerical tasks assigned.
• Manage communication with company’s regional and international offices, on administrative and technical issues, with the aim of delivering superior quality customer service.
• Ensure proper follow-up pipeline cases and trace on pending jobs for execution as per deadlines by maintaining effective and efficient liaison with respective individuals and units.
• Joined as Authorized Consultant in Jun-2002 and transferred as Administrator in the year 2004. Reporting to the New Business Manager.
• Accurately filled project orders and matched the best candidates with the right skill-sets for job requirements.
• Developed successful working partnerships with company clients.
• Provided career counselling to candidates and effectively motivated candidates for the new assignments.
• Served as liaison between company and clients.
• Maintained a 65 % placement rate. Developed and managed recruitment processes. Proactively recruited qualified candidates for progressive job requirements.
• Conducted verbal presentations and interviewing with prospective employees.
• Conducted reference checks and positively identified viable candidates for various work assignments.
• Actively involved in the advertising, organizing of events, campaigns to promote the company.
• Managed the HR function at the Mumbai Office of the company having staff strength of 300 employees. Managed the welfare activities.
• Devised and delivered induction training to new employees. Planned and conducted new employee orientation to foster positive attitude towards company goals.
• Initiated partnering with management to coordinate and develop internal communications and promote organizational, personnel and employee development programs.
• Assess employee competencies through consultations with department heads.
• Interviewed, screened and recruited job applicants in order to fill existing job openings.
• Discussed personnel needs with department supervisors in order to prepare and implement recruitment program.
• Contacted colleges to arrange on-campus interviews.
• Provided information on company facilities and job opportunities to potential applicants.
• Interviewed college applicants to obtain work history, education, training, job skills and salary requirements.
• Arranged travel and lodging for selected applicants at company expense.
• Performed reference and background checks on applicants.
• Corresponded with job applicants to notify them of employment consideration.
• Filed and maintained employment records for future references.
• Projected yearly recruitment expenditures for budgetary control.
• Managed Salary Wages Administration.
• Assumed responsibility as Associate Coordinator - Personnel / HR in the Human Resources Department responsible for providing expert business knowledge in managing all employment and recruitment efforts and processes for recruiting the best talent.
• Complied with legal requirements in order to establish competitive rates designed to attract, retain and motivate employees.
• Generated MIS Reports related to the Manpower including employee profiles for managers for the purpose of conducting performance appraisal.
• Conducted training needs analysis for organizing training Programs to enhance competency level of staff.
• Processed newly hired employees paperwork. Responsible for orientation of newly hired employees.
• Conducted campus recruitment talks and preliminary tests for the recruitment process.
Accounts, Economics, Administration.
