Department coordinator/Planning Executive
GRAND STORES LLC
Total years of experience :27 years, 3 Months
• Produce a variance analysis report of the stock and sales against budgeted figures and suggest corrective actions to the operations manager.
• Analyze market trends, consumer preferences, sell through, seasonal demands etc to the formulate a buying practice in line with consumer /store demands
• To decide on placing a purchase order with the supplier for the concerned product based on the stock level and seasonality
• Support the promotional activities in the store and ensure the merchandise is available on time and in right quantities.
• Prepare the monthly ranking report/axe/store
• To ensure that all necessary POSM materials are available inside the shops to support the sales.
• Issue a consolidation report of qualitative info per brand/per supplier/per door
• Steward of department’s petty cash, ensuring efficient cash and reimbursements movements.
• Point of contact for any queries and requirements for the entire department.
• In charge of meetings, trainings and appointments for the department.
• Coordinate with foreign and local suppliers on specific requirements/details for the event being organized/launch activities /promotions etc
• To prepare the shop target and work on the results of the sales team commission.
• Coordinate with suppliers regarding the new product launches, the minimum stocks expected to be purchased by Layal, back up plans, margins, co-advertising, and exclusively etc to enable all concerned to take a clear and well informed decision on inducting the new product/brand.
• To coordinate with all brands to get the latest launches details and communicate the same to marketing department in order to post them in our social media pages.
KEY RESPONSIBILITIES:
Support Services Management:
• Spearheading the services department operations, rolling-out the annual roadmap for the unit, and formulating budgets based on robust cost analysis and expense forecasts.
• Providing direction to administrative functions, including office facility management, business correspondence, public relations activities, sales coordination etc.
• Drafting, editing, and finalizing various company policies / procedures, and promoting compliance with them through distinctive awareness activities.
• Conducting effective surveys for analyzing pay scale compliance with the changes prescribed in the country’s relevant laws and regulations.
• Maintaining regular communication with suppliers to ensure adherence to quality and delivery parameters and assessing vendor performance to update the management.
Project Coordination:
• Preparing project execution plans, and handling end-to-end coordination between project team members, to ensure seamless workflow and timely delivery.
• Maintaining expense records on a regular basis, and ensuring budgetary control to ascertain that projects do not exceed approved cost limits.
• Collaborating with the General Manager and Managing Director for the planning, implementation, and completion of special projects.
• Administering control over back office functions, resolving client escalations / complaints, and visiting company outlets in order to ensure that all operations are running smoothly.
• Handling the leasing contracts for renting company premises, negotiation pricing with the place owners, and maintaining the upkeep of office environment.
Office Administration:
• Managing travel arrangements for company directors, management employees, and staff members for various business trips, vacations etc.
• Interacting with event planners and venue providers for booking suitable venues for the organization of corporate programs, conferences, etc.
• Handling accountability towards the management of company vehicles and leased cars for business as well as personal use of directors and management team members.
• Maintaining control over the company’s stationery stock, and making all required material available to staff members, from time to time.
• Managing end-to-end activities related to procurement of office supplies, receiving quotations from various vendors, comparing prices and placing orders.
Human Resources Management:
• Providing leadership and guidance for the implementation of recruitment cycles based on identified manpower requirements for several open job positions.
• Participating in the recruitment & selection process, planning induction of new hires, providing on-the-job training and assigning responsibilities to employees.
• Administering the company policy and code of conduct and ensuring compliance with standard operating procedures across all departments.
• Understanding and resolving employee issues, providing them with necessary advice as required, and guiding them to perform to the best of their abilities.
• Handling all aspects of the employee health and welfare plans, liaising with third party service providers, and completing the documentation and due diligence procedures.
• Developing and sustaining a highly motivated, structured, and cross-functional workforce by promoting team work within the organization.
Financial Administration:
•Managing various aspects of the head office facility, right from mailroom administration, storage, and purchasing operations, to shipment deliveries and inventory control.
•Initiating and implementing cost saving drives to reduce company expenses through effective contract negotiations for Etisalat, DU, DEWA, FEWA and SEWA bills.
•Analyzing operational expenditures on a regular basis, and deploying various cash flow management initiatives to ensured controlled budget utilization.
KEY RESPONSIBILITIES:
• Involved in the cost analysis for all company projects, estimated operational budgets, and accordingly finalize the annual budgetary allocation for the projects department.
• Collaborated with company advisors to render effective legal assistance on various issues, and resolved several critical company matters.
• Managed the day-to-day functional of clerical and secretarial staff members, allocated work and conducted timely follow-ups to ensure task completion.
• Assessed the performance of all staff members on a periodic basis, provided constructive feedback, and handled their appraisals for the term.
• Developed and deployed the company’s employee induction program, and ensured that the process it complied with for all new recruitment cycles.
• Procured office supplies from time to time, including stationary, furniture etc, through effective coordination and negotiation with authorized vendors.
• Generated work progress reports, submitted them to the senior management, and implemented measures to improve operational productivity.
CERTIFICATIONS: • Certificate of Participation in the Supervisory Development Programme (SDP) from Paris Gallery LLC, United Arab Emirates in 2007. • Certificate of Attendance in active participation of Travel Coordinators Workshop from Emirates Aviation College, United Arab Emirates in 2004. • Certificate of Participation in Leadership Development Program from Institute of Leadership and Management, United Kingdom leading provider of leadership, coaching and management qualifications and training.