Office Administrator / Coordinator
Motei & Associates
Total years of experience :16 years, 9 Months
Office Management and Operations Support
• Responsible for the orchestration and implementation of all office systems as well as processes.
• Acted as the initial point of contact to potential clients/clients. Ensured that inquiries are addressed on a timely and professional manner prior to endorsing the case to the associates/legal consultants.
• Completed operational requirements by scheduling and assigning employees; following up on work results.
• Provided general administrative support.
• Supervised all the incoming and outgoing documents.
• Managed emails, letters, packages, phone calls and other forms of correspondence.
• Managed supply requisitions as necessary to avoid interruptions in standard office procedures.
• Administered manual and electronic filing systems.
• Responsible for marketing the firm’s legal services and online presence through social media and other marketing platforms.
• Proofread important documents and articles before posting online.
• Coordinated with different vendors as required by the firm.
Human Resources and Administration
• Implementation of HR administration procedures such as recruitment, arranging of interviews, facilitating assessment tests, employee orientation and on boarding.
• Coordination with the PRO regarding employment visa and Emirates ID processing as well as arrangement of medical insurance.
• Management and filing of HR/employee files, tracking of attendance and staff holidays, issuance of HR related letters, etc.
• Established and maintained confidential files concerning personnel and/or policy matters; recorded actions taken on sensitive issues and responsible for releasing information to authorized parties.
• Managed meticulous administrative records, reports and database.
• Responsible for the firm’s subscriptions and membership applications as well as renewals.
Executive Assistance to the Managing Partner
• Completed a broad variety of administrative tasks including: managing diaries, organising calendar of meetings and appointments; arranging travel plans, visa, itineraries, and agendas; and compiling documents for his meetings.
• Responsible for his legal memberships and applications, subscriptions and renewals, booking and filing of his legal courses.
• Researched, prioritized, and reminded/followed-up on incoming issues and concerns. Determined appropriate course of action, referral, or response.
• Responsible for arranging various insurance such as travel, medical, vehicle and properties, including its renewals.
Office Management and Operations Support
• Responsible for the orchestration and implementation of all office systems as well as processes.
• Completed operational requirements by scheduling and assigning employees; following up on work results.
• Provided general administrative support.
• Supervised all the incoming and outgoing documents.
• Managed emails, letters, packages, phone calls and other forms of correspondence.
• Managed supply requisitions as necessary to avoid interruptions in standard office procedures.
• Administered manual and electronic filing systems.
• Coordinated with different vendors as required by the projects.
Human Resources and Administration
• Implementation of HR administration procedures such as recruitment, arranging of interviews, facilitating initial interview, employee orientation and on boarding.
• Coordination with the PRO regarding employment visa and Emirates ID processing as well as arrangement of medical insurance.
• Management and filing of HR/employee files, tracking of attendance and staff holidays, issuance of HR related letters, etc.
• Established and maintained confidential files concerning personnel and/or policy matters; recorded actions taken on sensitive issues and responsible for releasing information to authorized parties.
• Managed meticulous administrative records, reports and database.
• Responsible for the renewals of all company related matters.
Executive Assistance to the CEO
• Completed a broad variety of administrative tasks including: managing diaries, organising calendar of meetings and appointments; arranging travel plans, visa, itineraries, and agendas; compiling documents required for his meetings; and taking minutes of the meetings.
• Researched, prioritized, and reminded/followed-up on incoming issues and concerns. Determined appropriate course of action, referral, or response.
• Responsible for arranging various insurance such as travel, medical, vehicle and properties, including its renewals.
• Acted as officer-in-charge in the absence of the office manager
• Performed administrative roles such as preparing invoices, quotes, LPOs, etc.
• Performed client and project coordination for various projects
• Identified business opportunities by identifying prospects and evaluating their position in the industry, researching and analyzing sales options
• Sold products by establishing contact and developing relationships with prospects, recommending solutions
• Maintained relationships with clients by providing support, information, and guidance; researching and recommending new opportunities on how to maximize their exposure in the market
• Prepared reports by collecting, analyzing, and summarizing information
• Acted as Officer-in-Charge in the absence of the Team Leader, demonstrated strong leadership by focusing on the team objectives and fostering a positive team environment
• Corroborated technical knowledge and people-handling skills by assisting newly trained agents during their transition period
• Provided clients with excellent technical support (Internet connectivity, email settings, wireless connections, browser settings and basic LAN troubleshooting)
* Completed the Recruitment Internship Program in August 2004
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