Office Manager
Almutlaq Group
Total years of experience :12 years, 6 Months
• Scheduling appointments and updating executive calendars with meticulous time management.
• Follow up on various business activities with boss and other senior executives.
• Initiating business correspondence including drafting of Emails.
• Handling mail box of boss particularly inflow of Emails and reminding him for any pending actions.
• Organizing board meetings, preparing relevant documents attending meetings and writing MoM.
• Arranging briefing session prior to the board meetings while ensuring all board meeting materials is assembled and uploaded in laptop / ipad
• Filing and updating the archives.
• Diligent follow up with the Management on various business activities on a regular basis.
• Interpreting financials of various companies and briefing the supervisor on important areas.
• Making travel arrangements (visa ticketing, accommodation pickup and drop-off) while ensuring the loyalty programs of airlines and hotels are properly utilized.
• IT support in coordination with IT department
• Maintaining inventory and ordering office supplies and other incidentals necessary for office operations.
Assisting Senior Partner, Partners and Directors.
Information transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
Maintaining executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
Representing the executive by attending meetings in the executive's absence; speaking for the executive.
Maintaining customer confidence and protects operations by keeping information confidential.
Completing projects by assigning work to clerical staff; following up on results.
Preparing reports by collecting and analyzing information.
Providing historical references by developing and utilizing filing and retrieval systems; recording meeting discussions.
Maintaining office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
Maintaining professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
Assisting Chief Executive Officer and Deputy Chief Executive Officer of the company.
Working as a recruitment officer in Executive department.
Arranging Board meetings throughout the year.
Working as a QMR for ISO certificate for the company on Quality Management System.
Handling the purchases for all the office equipment for daily use.
Handling and arranging the visas for all the countries for office management.
Handling the printing of different reports of the company.
Handling visit visas for all the visiting companies on business visits.
Recruiting office staff till grade 4.
Handling the hotel and flights booking for all the company staff and others delegates.
Handling the courier for all the companies and arranging payments as per invoices.
Taking care of all the documents for Board Members for company records.
Implementing the HR policies and procedures on normal staff and assisting HR Director in needed work.
• Preparation and posting of Bank Payments Vouchers, Cash Payment Vouchers, Journal Vouchers.
• Preparation of Imports and Exports documents regarding export of sugar.
• Preparing Legal Documents in association with Chamber Of Commerce & Industry.
• Prepare Reconciliation of Head Office with Site and Cash Flow Statements time to time.
• Checking of all transactions as Accounts Officer which related to Accounts department.
• Maintaining records of the insurance of Plant & Machinery and Stock and dealing with insurance companies & Banks