office manager
Vertiv
Total years of experience :11 years, 10 Months
Main responsibilities:
• Provide direct administrative support to the CEO, and COO.
• Manage both COO & CEO's calendar, scheduling and coordinating meetings and conference calls (internally and externally)
• Manage both the COO & the CEO's travelling schedule, be it locally or internationally; this would involve planning itineraries, obtaining visas, vaccinations if required, booking and managing car services as well as assisting with international meetings and conference calls.
• Ensures facility arrangements are made by liaising with IT, Facilities and other relevant functions
• Arrange for the provision of stationary and office supplies
• Maintenance and reporting of holidays (including holiday balances), absences, out of office reasons.
• Reviews and answers sensitive mail and inquires on own initiative and determines within established guidelines if executive action is required.
• Analyzes unit operating practices such as record keeping systems, forms, office layout, personnel requirements, creating new systems or revising established procedures.
• Add value through understanding the work processes and resources, structure of the company and industry.
• Participates in the development and implementation of the Corporate Support Department plans and budgets, in line with organizational objectives.
• Handing company’s facilities and maintenance management.
• Establishing and managing supplier relationships for office operations
• Managing all accountancy paperwork for coordination with registered 3rd party accountancy company.
• Setting KPIs for the team, and supervise the implementation.
• Conduct team appraisals, and develop a plan of improvement.
• Provide training to the team from time to another and on the new tools in the department
Main responsibilities:
Human Resources:
• Provide expertise in strategy development and execution, planning, and facilitation of Positive Employee and Labor Relations initiatives.
• Complete understanding and wide application of technical principles, theories, and concepts.
• Implement and effective Retention strategy through employee engagement assessment activities and regression analysis of exit interviews.
• Maintain in-depth knowledge of legal requirements related to day-to-day management of employees.
• Provides retrieval ability to produce employee information for analysis and decision making.
• Establishing, modifying and reviewing Policies, and standards.
• Salary Review/Analysis for Promotions/Reclassifications.
• Employee Communications through weekly calls, emails, and monthly one to one meetings.
• Proactively manage employee relations needs to support an environment of integrity, respect, collaboration and effective communications.
Recruitment:
• High-volume sourcing and screening of potential IT, and Marketing candidates for contract, contract-to-hire and permanent openings with our clients.
• Analyze candidate information to determine matches between candidates and job openings. Submit qualified candidates to open job requirements.
• Interview prospective candidates and educate candidates on company process.
• Responsible for processing and contacting qualified candidates
• Establish relationships with consultants/contractors in specified region(s) or with specified clients.
Administration:
• Participates in the development and implementation of the Corporate Support Department plans and budgets, in line with organizational objectives.
• Handing company’s facilities and maintenance management.
• Establishing and managing supplier relationships for office operations
• Managing all accountancy paperwork for coordination with registered 3rd party accountancy company.
Team Management:
• Setting KPIs for the team, and supervise the implementation.
• Conduct team appraisals, and develop a plan of improvement.
• Provide training to the team from time to another and on the new tools in the department.
In charge of Hospitality section in terms of Hotel and Travel Tickets bookings and events along with the invoicing.
• Responsible for the Suppliers, Hotel and Travel agencies contracting related to Facility Department needs.
• Responsible for creating and updating the RFP with the Global Travel Office Team
• Supervising Front Office Team in 3 different offices.
• Screening phone calls, enquiries and requests, and handling them when appropriate. • Welcomes and greets all patients and visitors, in person or over the phone •
• Preparing the Hospitality, Vendors, Suppliers Reports on Weekly, Monthly, and yearly basis.
• Preparing the yearly budget and maintaining the monthly budget.
• Providing the training and the guidance to the new Team Members in Front Office.
• Acting Personal Assistant to the Facility Partner
• Screening phone calls, enquiries and requests, and handling them when appropriate;
• Meeting and greeting visitors at all levels of seniority;
• Organizing and maintaining diaries and making appointments;
• Dealing with incoming email, faxes and post, often corresponding on behalf of the partner
• Producing documents, briefing papers, reports and presentations
invoicing.
Responsible for the Suppliers contracting related to Facility Department needs.
Supervising Front Office Team in 3 different offices.
Preparing the Hospitality, Vendors, Suppliers Reports on Weekly, Monthly, and yearly basis.
Preparing the yearly budget and maintaining the monthly budget.
Providing the training and the guidance to the new Team Members in Front Office.
Achievements & Awards:
Bravo Award for an outstanding performance
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List Of Responsibilities :
3. Preparing the Hospitality, Vendors, Suppliers Reports on Weekly, Monthly, and yearly basis. Every year, we have to renew the contracts and my main target is get the best offerings and to renew the contracts with the most wanted hotels with more privileges and better rates.
4. Preparing the yearly budget and maintaining the monthly budget. It is one of my main tasks to match the budget or to go lower and I normally go lower by implementing a very detailed cost management strategy that did not affect at all on the quality of the service.
5. Booking event and organizing events right from the scratch: And that was a very big task as It includes many steps such as: • Preparing the attendees list • Gathering 5 different proposals that matches the event needs • Choosing the best proposal and coordinating with the hotel • Following up during the event with any upcoming needs • Collecting approvals
Most of the events were for the L&D department which got me very involved in their process and needs in which I had to learn a lot about the department and their activities in terms of course arranged and assigned to the departments and monthly meetings and many more to mention
Apart from that, I was supervising the front office in all Dubai 3 different offices in terms of: • Providing the training and the guidance to the new Team Members in Front Office. • Supervising the office cleanness and new SOPs updates • Making sure all reports are maintained and in place • Making sure that all tickets assigned are done within the timeline.
Also acting as a partner secretary to the Infrastructure partner handling his inquiries in terms of: • Screening phone calls, enquiries and requests, and handling them when appropriate; • Meeting and greeting visitors at all levels of seniority; • Organizing and maintaining diaries and making appointments; • Dealing with incoming email, faxes and post, often corresponding on behalf of the partner • Producing documents, briefing papers, reports and presentations
• In charge of Hospitality section in terms of Hotel and Travel Tickets bookings, events & invoicing.
• Responsible for the Suppliers, Hotel and Travel agencies contracting related to Facility Department needs.
• Responsible for creating and updating the RFP with the Global Travel Office Team.
• Supervising Front Office Team in 3 different offices.
• Screening phone calls, enquiries and requests, and handling them when appropriate.
• Welcomes and greets all patients and visitors, in person or over the phone.
• Preparing the Hospitality, Vendors, Suppliers Reports on Weekly, Monthly, and yearly basis.
• Preparing the yearly budget and maintaining the monthly budget.
• Providing the training and the guidance to the new Team Members in Front Office.
• Acting Personal Assistant to the Facility Partner.
• Screening phone calls, enquiries and requests, and handling them when appropriate.
• Meeting and greeting visitors at all levels of seniority.
• Organizing and maintaining diaries and making appointments.
• Dealing with incoming email, faxes and post, often corresponding on behalf of the partner.
• Producing documents, briefing papers, reports and presentations.
Selling hotel rooms over the phone and via emails, and upselling
Handling all the reservation inquiries and all other requests via phones, emails, and faxes.
Solving customer problems and co-operating with other departments to ensure guest satisfaction.
Identify Sales opportunities through individuals, Corporate, and Travel Management companies.
Convey customer feedback to assist the Revenue Management & Sales teams in pricing & sales strategies
Attend daily Revenue meetings such as Sales /Events meeting and Revenue meeting.
Creating SOPs for the department and Train the team member on the FIT segment.
Liaise daily with Sales for any new promotion, contract or contract amendment.
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Budgeting Course, Harvard Business School Customer Focus Course, Harvard Business School Negotiating Course, Harvard Business School Strategy Execution Course, Harvard Business School
-: Negotiating Course,
-: Strategy Execution Course,
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