Office Coordinator
OWS Capital
Total years of experience :14 years, 4 Months
-Assisting Finance with periodically required reports.
-Managing the office stationery and pantry provisions. -Managing and maintaining the cleanliness and orderliness of office facilities/premises.
-Managing business travel (flights, hotels and transportation).
-Managing the renewals of the company's trade license and lease agreement.oManaging the relationship with vendors (Health insurance, office supplies, maintenance).
-Maintaining files and records with effective filing systems
-Support other teams with various administrative tasks (redirecting calls, disseminating correspondence, scheduling meetings etc.)
HR & Administration
o Sourcing and Screening CVs of Graphic and Creative Designers
o Preparation of Payroll thru WPS
o Prepares and submits financial reports
o Preparing and submitting invoices to clients
o Day to day office administration
Marketing
o Drafting and submitting proposals
o Managing Social Media Accounts of Clients (Facebook, Instagram, Linkedin, Twitter)
Sales & Marketing
o Conducts research on gaining project intelligence about our competitor’s products
o Drafting proposals based on received RFQs
o Conducts follow-up calls/email to clients on submitted proposals.
o Assisting the Sales Director all new business and marketing initiatives
o Prepares NDAs, contracts, pro forma invoices and other documents related to business development
Procurement & Project Management
o Sourcing of GCC Suppliers and Fabricators.
o Liaise between Gibraltar Head Office and GCC Suppliers.
HR & Administration
o Prepares and submits Monthly Expense report on a timely manner
o Produce various forms of documentation such as reports, presentations, memos and e-mails as required by the General Manager
o Coordinate with courier services in order to ensure that documents are collected, sent and delivered in a timely and efficient manner
o Make Travel Arrangements (Flight, Hotel and Car Reservations) as required.
o Creating and Monitoring Job postings on different job boards.
o Sourcing CVs and shortlisting of potential candidates.
o Conducting initial phone interviews of shortlisted candidates
o Drafting Job Offers and Contracts
o Liaising with company PRO for Employment and/or Business Visa of new hires
Role & Responsibilities
•My role involves in the HR Administration of Supplemental Manpower (SMP). It covers:
•Screening CVs and assisting SMP Talent Acquisition Lead on scheduling interviews, drafting job offers, etc.
•Coordinating between User Departments and SMP Contracting Company for the on-boarding of new employees and ensuring Taleo is maintained and updated once the SMP Contractor Employee has reported to work.
•Reviewing probationary/annual performance evaluation of SMP Employees.
•Reviewing Salary Action and Contract renewal of SMP Employee and ensuring it adheres with the Company policy prior to obtaining the SMP Team Lead’s approval.
•Verifying Leave Requests of SMP Employees before obtaining concurrence from SMP Team Lead.
•In-charge of arranging travel orders/flight tickets (Vacation, Emergency & Business Trips) for SMP Employees.
•My role also involves in the logistics of on-boarding new direct-hire expat employees of the company. This cover:
•Coordinating between the on-boarding staff, recruitment agents and various departments of the company.
• Ensuring flight tickets, accommodation and transport of new employees are arranged prior to their arrival.
•Preparing and releasing the transition allowance of new employees.
CVs, arranging interviews, preparing Job Offers.
•Monitoring and maintaining database of all offers extended to candidates across different projects (Saudi Aramco, Sadara, Yasref, Sabic & Affiliates, Ma'aden, Etc.)
•Liaise with recruitment agents in the Philippines, India, UK and South Africa in relation with the acquired job requisition.
•Collects pre-employment requirements from the candidate and submit them to the concerned unit for processing.
•Scheduling newly on-boarded employees for their required training.
•Preparing and reviewing the Employee’s background investigation form prior to submission to Client’s Security Dept. for background check.
/update job postings on job boards and the internet like Jobstreet, Careerbuilder, Indeed, Facebook and Twitter.
Conduct an initial interview to the candidates/consultants over the phone and ensure their qualifications meet the job requirements before sending it to the client/employer for assessment/interview. Responsible for referring the candidate to an accredited Medical Clinic for their Medical Examination.
•Refer candidates to Training Centers for training & certification required.
•Prepares required documents of candidates for obtaining clearance on working abroad.
•Coordinates with Airline/Travel Agency for ticket reservation, possible change of flight schedule, reservations and/or ticket cancellations.
•Creates and Maintains database of on-pipeline candidates.
•Forward collection reports to the Accounting department for billing.
•Perform other duties as necessary
-Member of Junior People Management Association of the Philippines.