Office Manager & Executive Assistant
Derby Group
Total years of experience :6 years, 10 Months
Key Deliverables: Facilities Management:
Manage all aspects of office facilities, including maintenance, repairs, and improvements.
Coordinate with vendors and contractors for facility-related projects. Office Operations:
Develop and implement office policies and procedures.
Maintain inventory of office supplies and equipment. Space Planning and Utilization:
Optimize office layout and workspace allocation.
Plan for expansion and work with teams to accommodate growth. Vendor and Supplier Management:
Negotiate contracts with service providers to ensure cost-effectiveness.
Manage relationships with office-related suppliers. Event Planning and Coordination:
Organize company events, meetings, and conferences.
Coordinate logistics, catering, and technical requirements. Team Collaboration:
Collaborate with HR and IT departments to address office and employee needs.
Key Deliverables:
Plan, organize, direct & control the Office Administrative operations providing several administrative & project coordination services.
Support Marketing Activation Leader in organizing events, conferences and key campaigns
Support HR related admin matters to HR service provider
Identify any process improvement in the current system and suggest improvements. Ensure new procedures are aligned to any corporate policies for efficient execution within the department.
Observe adherence to hierarchy, issuance of disciplinary actions, provide guidance and coordination for the training of staff.
Verify staff overtime, remuneration and allowances to ensure compliance to guidelines. Handling grievances and resolving disputes for cordial operation.
Monitor facility management and budgets for equipment and supplies to sustain cost control objectives.
Organize events, business trips, schedule appointments, and prepare certification of payment and follow-up subsequent release.
Liaising with employees, customers and important 3rd party stakeholders internally and externally
Key Deliverables:
Arrange meetings as per calendar scheduling and organizing meeting papers/ discussion pack for the manager's meetings
Organizing and preparing travel itineraries, correspondences and prioritizing emails.
Supervises and coordinates overall administrative and office activities.
Maintains company organization charts and the employee directory.
Manage the Onboarding process weekly in conjunction with Training staff.
Briefing on Policies, Procedures and Working Culture followed by the company through the HR induction briefing meet.
Handling terminations, warning letters, promotions and demotions on fortnight basis by taking considerate approval by the Senior Management for the same.
Receive and follow-up on all employee grievances, conduct disciplinary proceedings to understand employee issues and recommend ways of resolving such problems to ensure that employee relations are adequately maintained.
To send communication email on behalf of the department to the concerned department regarding new joiners in order to confirm their joining.
Assist in preparation and delivery of Offer Letters to selected candidates for assigned business divisions.
Arranging their Orientation with different managers in different locations.
Key Deliverables:
Collaborated with various support teams in managing various office activities, partners and meeting calendars
Managed logistics related to travel, meetings and other related events.
Followed up with various Clients (E.g. Real Estate, Car -Rental companies) on contractual and maintenance issues.
Evaluated stock and budgets prior to procurement of office items.
Handled all inquiries in a professional and courteous manner, in person, on the phone or via e-mail.
Managed and administered flight and hotel reservations, tourist visa, car rentals, and marhaba services (including cancellations of the service).