Administration and office Manager
Bassam Trading
مجموع سنوات الخبرة :16 years, 8 أشهر
Supervising the day-to-day operations of the administrative department and staff members.
Identifies key areas of improvement, plans administrative processes, establishes guidelines, and implements protocols
Partner with HR to maintain office policies as necessary.
Planning and scheduling, office events, meetings, conferences.
Sourcing candidates, conduct interviews and finalizing their employment paperwork.
Handle the onboarding for new joiners.
Process employees and company’s asset insurance.
Manage inventory of office supplies and organize purchasing of new material.
Ensuring that all equipment is working and properly maintained.
Arranges business travel processes for managers and employees, including flight, hotel booking, and car rentals
Follow up with department managers about tasks and information requested by the chairman
Coordinating appointments and meetings for the chairman.
Manage the daily work and tasks for the GRO’s
Routine check for company’s car and maintenance.
Manage the monthly fuel quota for the sales representatives.
-Providing a comprehensive pro-active administrative support to the Senior Campuses Principal.
-Manage the Principal’s Calendar, Schedule meetings, prepare meetings agendas and presentations, preparing and distribution of minutes of meetings with follow up on action items to meet deadlines.
-Translate documents, emails, immediate verbal translation in meetings from Arabic to English and vice versa.
-Participate in the management weekly meeting for work review and decisions makings for various subjects.
-Issue memos and campus notices to all working staff as per Principal’s request.
-Respond to emails and letters coming to the Principal’s office.
-Assist and discuss with the Principal for new policies and procedures for better work flow and environment.
-Arrange and plan all travel necessities for the Principal and other departments’ managers when required.
-Coordinate and arrange guests’ visits and prepare all the logistics.
-Assure full responsibilities in the absence of the Senior Principal as appropriate and keep him informed of any unforeseen events.
-Assist students to solve any complications prior to raising the issue to the Principal.
-Manage all events such as graduations ceremonies, signing agreements and MoU’s with existing and new companies, staff and teachers events, Board meetings.
-Work closely with the marketing department to publish important events and meetings in the monthly newsletter and the website.
-Conduct researches and investigations for the Principal regarding various topics.
-Support the Ministry of Education representatives with the Biyearly College review and rating.
-Direct and follow up with Facilities Department on all the maintenance and cleanliness required for the Principal office and follow up with them solving any claim raised from other departments.
-Manage the payments and the petty cash of the Principal office.
-Audit departments’ expenses and make sure all payments and invoices are legitimate, according to the policy, within Budget and has a prior approval from the Principal.
-Coordinate and process all purchases, delivery and distribution of stationary and offices requirements for all departments.
-Formulate the Administration yearly budget.
-Supervise junior admin staff and delegate work.
-Assist new employees with the onboarding process and coordinate all requirements with Human Resource, IT and Facilities departments.
-Supervise campus drivers and direct them according to the need.
-Provide various daily administrative support to the Managing Director.
-Manage the calendar and ensures accurate scheduling of appointments.
-Act as the first point of contact
-Organize and coordinate travel logistics such as flight tickets, visa applications, and hotel reservations, car rentals for the MD, employees traveling abroad and visitors.
-Manage an effective and confidential filing system for all confidential contracts/documents.
-Arrange and coordinate meetings with all the required documents/presentations.
-Create Minutes of meetings and Follow up on tasks assigned to departments’ managers to meet deadlines.
-Receives and post mail for the MD Office.
-Assess and review documents prior to MD’s Signature.
-Assist the MD in recruiting senior position by dealing with agencies, job description and provide CVs to the MD and arrange for local and international interviews.
-Issue letters, memos, correspondence, agendas, and notes.
-Responsible about Company’s Insurance policies for renewals, claims and requirements for new policies.
-Assist new employees with their onboarding
-Manage and coordinate all events.
-Direct other secretarial work and delegate work.
-Negotiate contracts and bids with new suppliers.
-Supervise regular maintenance for the offices and urgent cases.
-Ensuring the office is stocked with necessary supplies and that all equipment is working and properly maintained.
-Manage the company’s driver and distribute work and duties on daily basis.
-Responsible for the daily petty cash for the MD office.
-Provide all kind of support for the branches when required
-Working directly with the Owner of First Jewelry and provide all kind of administrative work such as travel arrangements, letters and emails, Manage bank transfers, Arrange and audit personal expenses, yearly insurance for cars, maintenance and invoice payments for properties in KSA and abroad.
-Process Employees Medical insurance.
- Arrange and prepare letters, memos, correspondence.
-Follow up the monthly sales of the show rooms and prepare the monthly reports.
-Entering the monthly sales on Patek Philippe and IWC online system.
-Coordinate monthly watches allocations (selecting the watches models).
-Plan and implement the yearly media plan for Patek Phillpe and IWC in Riyadh and Jeddah.
-Contact and negotiate with the advertising agencies about ads and cost.
-Issuing Watches Warranty cards.
-Update website information and Instagram.
- Handling all kind of communication between First Jewelry and the watches manufacturers.
-Reviewing new partnership contracts to be discussed with new watches companies.
-Arrange the training courses for the sales team in coordination with the watches companies in Switzerland and Dubai
- Manage the daily HR activities
- Responsible for employees files and processing new joiners procedures.
-Process medical insurance for employees and their families.
-Handling recruitment: writing job description, Posting jobs, source candidates, arrange interviews, issue job offers..etc.
- Sending visas to the selected candidates abroad and process their documents with the Saudi embassy in their country,
- Manage PROs to finalize all government related issues, such as renewing iqamas, labor cards, visas, iqamas transfer and other related issues.
-Gosi monthly payments and addition/deletion of employees.
- Monitor Nitaqat and the required saudization.
-Process and audit the payroll.
- Approve and process annual vacations.
- Process end of service and leave settlements based on saudi labor law.
-Issue letters and memos and maintain.
- Supervise labors camps maintenance, requirements, cleanness, conduct random check upon coordination with the camp boss.
-Conduct exit interviews .
- Maintain and update all employees’ records.
-Recording absence and reporting monthly into department heads probation period.
- Process all government related issues such as renew and transfer of Iqamas, , chamber of commerce, visit visas, work visas, gosi, muqueem, ministry of labor.. etc .
-Process vacations and clearances according to company policy.
- Prepare monthly payroll.
- Prepare final and vacation settlements according to Saudi labor law.
- Recruitment process, searching for cvs, source candidates, arrange interviews.
- Drafting memos, letters, job offers, contracts and maintain updated filling and references.
-Manage Labors accommodation and requirements.
-Provide general administrative support to the Regional Manager.
-Manage the daily agenda and activities.
-Typing, copying, filing correspondence, memos, letters and minutes of meeting.
-Prepares weekly and monthly reports related to various tasks such as accounts payable, receivables, branches activities and performance..etc.
-Read and analyze incoming memos, faxes and emails in order to determine their significance and plan their distribution.
-Organizing appointments and meetings as requested, and attending them to take minutes of meetings.
-Carry out the supervision and coordination of the office requirements such as stationary computers maintenance, office cleaning and repair.
very good