Administration Manager
Supreme Group
Total years of experience :9 years, 5 Months
Supreme specialises in logistics support to remote locations. The staff compliment under my control was 21 direct line reports. My team provided support to each operational department with the manpower, skills and knowledge to process the below listed functions for approximately 5000 employees based in remote locations throughout Afghanistan. I transited several small administration departments into one centralised team for two regions. This centralisation was primarily to reduce costs and streamline processes in order to provide the highest level of service to each division in accordance with company policies. Central Administration is the main liaison between Head Office, Operations and Military Officials for administration & HR requirements, to ensure compliance with regulations. My prime responsibilities included the below, but was not limited to:
• Payroll - salary calculation and allocation; bank account processing; pay queries; pay slips; monthly cash employee disbursements (totalling on average $150, 000 per month); phone card allocation (totalling on average $75, 000 per month cash value); reconciliations; cash advancements; business expenses and assisting to implement tax holding procedure for Local National salaries.
• Travel - Processing annual leave; flights; staff accommodation; visa applications; staff movements; reporting of leave dates; extension applications and reporting of medical delays, which would impact on operational requirements; ensure payroll deductions where applicable are processed and travel arrangements are amended if needed.
• Pass Control - Processing and documenting ISAF (military access ID’s) on all required military sites; arranging interviews to ensure civilian personnel details are registered within military systems for security purposes and access levels. My department also produces Supreme internal ID’s for all personnel and vehicles requiring access to a company site. I implement trackers to ensure all staff are continuously badged to ensure uninterrupted service levels to military clients.
• Medical - Monitoring medical requirements for testing and inoculations, liaising with medical companies regarding personnel’s medical history and newly found conditions; negotiating price; clarifying required medical testing; advising of medical changes to contracts; medical evacuations; counselling and providing support to employees who have been diagnosed with serious medical conditions.
• Personnel files - Maintaining HR personnel records with emergency and employee contact details; identification; company issued equipment forms; company policy forms; medical reports; disciplinary actions; military and company issued badge copies and contract specific security checks.
• Stores - Controlling a central point of distribution for all departments in terms of stationery, uniform and Personal Protection Equipment within budget while maintaining minimum stock levels.
• Human Resource Support - I worked closely alongside/in absence of HR Managers in each region. Tasks performed in relation hereto would be recruitment; performance management; training; disciplinary action; termination/redundancies; support and guidance to Senior Management on staffing matters; implementing streamlined procedures to ensure successful processing of visa applications for international staff in Afghanistan and challenge local authorities with unjust rejections.
• Other Duties - audits; compiling and combining reports from each division as single POC collating information for Head Office; providing support for administration duties when department specific administrations are absent; training Central Administration staff to be multi skilled for duty cover; streamlining current administration processes in place. I also wrote training and procedure manuals for processes under my remit as previously no administration processes were documented. These processes were then implemented throughout Afghanistan.
Within this position, I had a diverse role. I have expanded its duties from its previous administration focus to include sales, payroll, facility budget controls and various other cost saving and cash flow procedures. This was a temporary role, which was meant to last for duration of 6 months, however I was asked to stay on for a longer period because of the value added responsibilities I created in this role. My duties include the following:
• Credit Controller for two companies, managing cash flow and accounts. Serving as a liaison between management and external customers, ensuring to keep good relationships between all.
• Complete accounts, using Sage 200, for the Head Office division of Heyn Group companies.
• Sales representative on new business.
• First point of contact in general day-to-day IT problems with members of staff, controlling emails, excess levels and problems.
• Control operational expenses for all 6 companies within Heyn Group, which led to a reduction in costs for stationary & washroom budgets.
• Complete the UK payroll in excess of 100 employees using Sage Payroll, completing all administration duties, including journals & nominal ledger allocations, pension allocation online, dividing costs between companies for pensions, bonus, salary cost etc.
• Travel coordinator, arranging flights, hotels and transport for all employees who are required to travel.
• Fleet administration, ensuring tax, insurance and MOT certificates are complete and up to date for company vehicles.
• Director of Heyn Group is also the Swedish Consulate for Northern Ireland, therefore Consulate Assistant was included in my duties. This role includes organising Swedish passports, driving licences for Swedish nationals living in Northern Ireland, and visas for anyone wishing to travel to Sweden.
Randstad is the world’s second largest Recruitment and HR services Company. Initially I was employed as an Administrator for audit proposes on a temporary contract, before gaining a permanent role and promoted to Senior Consultant. After 1 year with Randstad, I won the ‘Newcomer of the Year UK’ award for outstanding Sales and Customer Service Achievement. This position involved daily, weekly and monthly sales targets, which involved converting prospective clients to avail of Randstad’s services for all of their people sourcing needs where I headed a team focusing on industrial clients. As Randstad's consultants are trained to be multi-skilled, my job role covered a number of areas. These included:
• Sales - targets included weekly sales calls, New Business Development & Active Client visits, cold call visits to perspective clients, achieving sales of £6k per week on temporary employment invoicing and £3k per month on permanent employment invoicing.
• Client Management - Managing needs, monitoring busy periods for excess staffing requirements, tracking of sickness and annual leave to ensure replacements are available and trained, preparation and inspection of client invoices, keeping abreast of HR issue's and legalities to ensure client compliance to the law, offering HR consultations to assist with any issue client's may require.
• Personnel Management - Managed up to 300 people in temporary contracts with various clients, ranging from call centres, warehouses and logistics, organising time sheets from temporary workers, inputting payroll details, tax administration, referencing to REC standard, annual leave management, bonus payments, training contributions, ensuring passports; licences; visas; work permits etc are in date and legal, supply information to Fair Employment Confederation (Northern Ireland legal regulation).
• Other Duties - I managed stationary budgets; updated employment websites; prepared Newspaper advertisements; window displays; compiled various financial and personnel reports on a weekly and monthly basis; sent mail shots; researched companies and market place; organised client excursions; improved processes for daily duties by using Microsoft together with Corporate Applications developed in-house; complied database for mail merge; client presentations; teleconferences; registering and interviewing candidates and dairy management.
Level Subject Result GCSE English B GCSE Mathematics C GCSE Double Award Science BB GCSE Geography B GCSE Business Studies C GCSE French C GCSE Religious Education C RSA Typing Stage I Dist RSA Word Processing Stage I Dist RSA Word Processing Stage II Dist RSA Word Processing Stage III Dist BCS ECDL Dist A Level Geography E