Administration Manager
Albaker Architects
Total years of experience :22 years, 6 Months
Provides personal administration duties for director and company owner.
Provides secretarial and administrative support, including typing, minute taking, filing, data input, maintenance and management of information held by the Company.
Diary management, travel itinerary, scheduling and event co-ordination.
Deals with any queries via phone, email and general correspondence.
Prepares and maintain all HR records in line with statutory and operational requirements.
Sets up systems and procedures as required including document control, timesheets and HR procedures.
Manages procurement of all office supplies of stationery, supplies, equipments, furniture, etc.
Preparation of request for tenders and tender evaluation.
Manages petty cash, invoices and accounts payable.
Prepares and maintain full and accurate financial records of all transactions carried out on behalf of the Company to include preparing and processing payroll, bank transactions and reconciliations.
Prepares and collects data for monthly, quarterly and annual reports.
Other duties as reqiired.
Oversaw reservation, reception, room service and housekeeping activities.
Planned and supervised entertainment activities.
Supervised security arrangements, and garden and property maintenance.
Planned and supervised bar, restaurant, function and conference activities.
Observed liquor, gaming and other laws and regulations.
Assessed and reviewed customer satisfaction and preferences.
Oversaw accounting and purchasing activities.
Ensured compliance with occupational health and safety regulations.
Provided guests with local tourism information, arranged tour and transportation.
May managed the entire range of services provided by the establishment or specialized service area.
Developed Human Resource guidelines and ensures that all departments adhere to Hotel policies.
Developed Hotel Green policies, in conservation of power, water, waste, and Guest Effort towards Join Your Fellow Guests hotel Program.
Other duties as required.
Maintained and updated Oracle (HRMS) interface.
Maintained accurate employee records in compliance with legal requirements.
Managed HR processes e.g. starters, leavers, leave, insurance, PDR, etc.
Produced standard correspondence e.g. references, transfers, offer letters, salary certificates etc.
Conducted inductions and orientations for new employees.
Liaised with employees, line managers and other colleagues.
Worked closely with the immigration, facilities, payroll, and finance departments.
Assisted the Learning & Development team in coordinating training needs for all Atkins staff in Dubai, Abu Dhabi, Qatar, Oman & Bahrain.
Maintained, tabulated and filed training requests, training feedback and prepared monthly reports.
Contacted hotels and travel agencies for ticket bookings, and staff accommodation.
Arranged training venues and ensures that the food & beverage requirements are all in place.
Proactively contributed to improvements within the department.
Supported the HR team with ad-hoc projects for the Middle East region.
Assisted the Consultants in developing Training Courses for both Soft Skills and EHS courses for Al Ain Municipality.
Helped develop internal Operational EHS Courses for the EHS staff in compliance to EHSMS requirements (eg Manual Handling, Fire Safety, etc).
Maintained training database, dashboards and all records of training statistics.
Helped the Training Manager in the development of training plans, manuals, schedules etc. for clients and entities.
Developed training forms and operational procedures for internal staff of the EHS project.
Coordinated in the application process of Al Ain Mun. EHS Department as a NEBOSH Accreditation & Training Center.
Undertook Training Needs Analysis for all staff as part of their Continuous Professional Development (CPD).
Worked hand in hand with the marketing department in developing course brochures, flyers and newsletters.
Organized and arranged training events, workshops, seminars; arranged venues, food and beverage of attendees and book hotel accommodation.
Responsible for general HR functions such as evaluation & development of hotel policies & procedures, recruitment, employee benefits, performance appraisals, repatriation etc.
Liaised with finance department in monitoring attendance and payroll.
Managed the annual budget allocation for the HR and training needs of the hotel staff.
Developed, designed, conducted and facilitated training courses for employee’s growth and potential.
Acted as Duty Manager during PM shift and responsible for making decisions, giving directives, ensure customer and guest satisfaction, oversees and coordinates with the operational activities of different departments (front desk, housekeeping, food and beverage, health club, human resource etc.), conduct surveys and make rounds in all areas of the hotel and writes comprehensive reports, monitor the occupancy rate and outlet sales, handles emergency situations and performs other duties as required.
Authored the Environment Health & Safety Management System (EHSMS) of Vision Hotel Apartments in compliance with the Abu Tourism Authority standards.
Nominated as EHSMS Officer and Head Internal Auditor to conduct risk assessment and auditing of all department’s operation in compliance with the hotel’s EHS management system.
Liaised with suppliers and contractors regarding environment, health and safety issues.
Managed the business center and assisted guest on their needs and queries.
Performed other ad-hoc duties when situations arise such as telemarketing, sales call, newsletter writing, represents the hotel on workshops, seminars, conferences and other tourism & hospitality events.
Responsible for maintaining Monthly Statistics Reports.
Participated in the fortnightly management meetings with customers and contractors.
Scheduled meetings, sent letter of invitation, agenda and minutes of meetings.
Manned the reception from time to time to attend calls, queries and correspondence.
Maintained department rolling petty cash.
Processed purchase requests and liaised with Procurement Dept. for supplies and stationeries.
Planned and arranged Travel and Hotel bookings, Visa etc.
Managed telephone Calls, Correspondence, Emails Faxes, etc.
Managed office files and documentations.
Maintained effective customer service.
Handled petty cash and invoices.
Took care of supplies and orders.
Managed expenses, issued and signed cheques on behalf of the company.
Arranged bank transactions and payments.
Developed marketing strategies.
Managed attendance, payroll and pension contributions for staff
Other duties as required.
Responsible in taking up minutes of meeting and distribute to the team.
Managed office files and confidential documents.
Handled correspondence, emails and calls.
Attended customers' inquiries and engaged in telemarketing.
Maintained staff attendance for payroll.
Prepared reports from time to time or as required.
Assisted in conducting SWOT Analysis for feasibility studies.
Gathered data to support the feasibility studies and projects.
Conducted surveys and field interviews.
Distributed questionnaires for different respondents.
Assisted in the tabulation of data gathered.
Assisted in formulating analysis of data.
Handled transcription and editing.
Compiled and encode data as required.