Group Office Manager
Seaharvest Group
Total des années d'expérience :15 years, 3 Mois
Facilities management for Group including: establishment of new offices in various locations (Local & Free Zone), managed renovation of existing
offices and ensuring that all required maintenance contracts for the office are executed and monitored in a timely manner.
Managed issuing/renewing of all group companies’ trade license, establishment card and local sponsor contracts.
Negotiated office Leasing contracts with owners & managed to reduce expenses by 25%
Key person for group authority online portals (DMCC/JAFZA/Main Land)
Prepared insurances and registration for office and group fleet of vehicles
Upgraded medical health insurance plan for group employees to include additional coverage at better premiums
Maintains office services by organizing office operations and procedures; internal policies and memos.
Responsible for preparing monthly payrolls and maintain attendance including holiday planner/updating records, absence and sickness.
The provision of a PA service to the Group COO, including diary management/appointments, and travel arrangements when required.
Manage Group UAE mobile and landline accounts, agreements, bills, service related issues.
Organize meetings, conferences, workshops and other Business Unit related events.
Create and maintain up-to-date filing systems (soft and hard filing System) for companies and employees.
-Reporting To the Managing Director .
- Managing MD and internal diaries.
- Arranging meetings ensuring that all bookings are achievable in terms of their work loads and time constraints, organising refreshments, travel and accommodation as required and to ensure that they have the relevant documentation relating to the meeting and travel directions.
- Setting agenda, organise and take minutes at weekly management meeting and update relevant documents pre and post meeting.
- Doing Report and researches
- Day-to-day manage the Operations Team (IT contractor, Operations & HR Exec) and suppliers and ensure the smooth running of all work for the office.
- Ensure the look and feel of the office is maintained, manage meeting room usage.
- Screen telephone calls, and act as 1st point of contact for internal & external clients.
- Ensure that all matters are dealt with in an appropriate manner when the MD are not in the office.
- take full responsibility for delegated administrative tasks and undertake other duties as required.
- General administrative duties including filing, dealing with incoming & outgoing mail, proof reading and ordering stationary.
- Manage budgets for utilities, telephones, broadband, mobiles, stationary, postage, training, memberships, cleaning, repairs & maintenance, office sundries, recruitment ads and agencies.
- Act as a first point of support for PR team to ensure the smooth running of the team.
-Handling The PR in the company.
- Oversee HR function and assist with recruitment including interviewing, candidate selection, liaising with agencies, conducting inductions.
Kele is an International Contracting Company with a portfolio of many projects in the region. Reporting to the Administration Manager, my main duties were:
• Overseeing all aspects of general office coordination.
• Answering, screening and transferring inbound phone calls.
• Receive and direct visitors and clients.
• Handling general clerical duties including photocopying, fax and mailing duties.
• Preparing and modifying documents including correspondence, reports, drafts, memos and emails.
• Scheduling and coordinating meetings and appointments.
• Maintaining electronic and hard copy filing system
• Opening, sorting and distributing all incoming correspondence.
• Arranging travel schedules and hotel bookings for senior executives
• Register our hotel to third party websites to increase internet production; thus promoting and selling our products.
• Evaluate online presence and rate positioning in respect to our immediate competitors.
• Coordinate pricing with the sales & reservation team.
• Ensure online property comments are reviewed and necessary action taken.
• Responsible for accurate issue of proforma invoices to our customers.
• Responsible for preparing Corporate and Tour Operator contracts, in addition to following up with our clients.
•Evaluate and prepare all the necessary information concerning our clients’ investments and properties
•Follow up on daily basis with our clients
•Scheduled/Attended meetings with potential clients
•Participated in the Summer Marketing campaign
GPA 3.0/4.0