Office Manager
Black and Blanc Flower Trading LLC
Total des années d'expérience :23 years, 9 Mois
- Reporting directly to the Owner
- Helps planning and implementing the Business Expansion and Growth
- Handles overall HR, Admin, Financial and Operations of the Business
- Oversees Financial Management of the Business from budgeting, product
costing, Auditing, reviewing of Financial Statement, Vat filing and Payroll
- Manage Vendors and Suppliers from contract negotiation, timely deliveries
and building a strong relationship
- Responsible for enforcing Company policies and procedures, ensuring
compliance with relevant regulations and maintaining confidentiality
- Responsible for recruiting, onboarding, and training new staff members, as
well managing work schedules and work assignments
- Organize PRO things including Visa processing, Business License Renewal,
Health Insurance, and other Licenses requires for business operations
- Communication hub within the office to have a healthy work environment
between the Team and Management
- Maintaining smooth day-to-day operations of the Business
- Maintaining and organizing Company records both physical and digital
- Ensure that office facilities are in good working order, including IT related
matters, inventory and office supplies monitoring and office cleanliness
• Report Directly to CEO
• Help establish the Company for Dubai Branch - Implement and Recommend procedures & systems for Sales, Operations and Finance
• Oversee and Manage Operations, Sales and Finance of the Company
• Take Part on Decision Making for Projects, Operations and Finance matters
• Manage, Assist, and Train New & Old Staffs for Personal Growth and Development
• Conducts Weekly or Monthly meeting to Staffs for performance assessment to ensure meeting the KPIs
• Facilitate feedback to different areas of the Company’s business regarding client needs, operational needs, business opportunities, and marketing programs
• Drive the Company Business to Achieve and Surpass Sales and Business Goals and Objectives
• Facilitate Recruitment, Interview, Visa Processing and Training to Staff
• Ensure administrative and operational systems are in place and cost effective
• Handle Payroll, Petty Cash, Disbursement, Receivables and Bank related matters
• Supervise Accounts Receivables and Payable to ensure that payments are deposited in a timely and accurate manner
• Prepare Cash flow, Sales Report, Financial Statements, Bank Recon & other relevant reports as needed by the Company
Sales Account Manager (First Designation from August 2013 - February 2014)
• Research and Find New Potential Clients by Segmenting the Market, building up own Data Base, doing Cold Callings through Inbound and Outbound Sales, attending Exhibitions, and setting up meetings to Clients
• Ensure to meet the given Sales Target per Month, being resourceful and creative to improve sales
• Prepare Quotations and consistently making follow up to close the deals
• Maintaining Client’s Relations by handle customer-related issues and solving problems
* Manage Project coordination between Clients, Team and Vendor
* Vendor Management (including search for reliable outsource vendors)
* Organize Project Calendar and monitor deadlines
• Reports directly to Managing Partners
• Analyze data in preparing Financial Reports in Monthly and Yearly closing
• Maintain and reconcile General Ledger accounts and Bank reconciliation
• Responsible for maintaining customers ledger, preparing Invoice, Aging of Receivable, reconciliation and ensure timely collections with responsibility to deposit the Cheque/Cash in the Company’s Bank account
• Responsible for processing all disbursements, ensure to have proper documents such as Suppliers Invoice, Delivery receipts with corresponding approvals before processing and releasing of payments
• Handle Petty cash and monitors Fixed Asset, Cash Advances and other related accounts
• Prepares monthly Payroll and coordinates to bank for WPS processing
• Ensure error free data recording in System, with cross checking of each account for monthly closing
• Monitor Projects and prepare reports of Project Costing to advice the Management on the progress of profitability
• Review on daily basis the man-hour logs to ensure that everyone is logging on to the system as per their assigned projects
• Prepare other reports as requested by Management
• Report Directly to Managing Director
• Prepare monthly Financial Statement, weekly report including Sales, Cash Flow, Profit & Loss and Bank reconciliation
• Prepare invoices, monitor account receivables and send statement of accounts to ensure timely collection and take necessary actions with long overdue account,
• Finding Potential clients worldwide, consistently making follow ups and negotiates prices
• Helps in promoting products by supporting the clients to Flower exhibitions, sending samples, posters, and other related materials for marketing
• Responsible for maintaining the client’s orders, update them on stocks availability, special offers and encouraging them to increase their orders
• Building good relationship to clients by asking their feedback and knowing their needs up to their satisfactions
• Coordinates all orders, Organize deliveries and Shipments
• Ensures all export documents are processed and completed and send to the clients for clearing their goods (Airway Bill, Custom Invoice, Packing list, Certificate of Origin, Form A/Euro 1 Certificate, Phyto Certificate, and other related documents required by the clients)
• Monitors the shipment from country of origin up to the country of destination, ensures timely delivery and if there is any flight delay, resolve issues by looking alternative solutions to reach the goods on time
Internal Auditor (Promoted)
• Review and analyze Financial statement, Cash Flows, Profit & Loss of the company including subsidiaries
• Conduct Operational Audit to identify weaknesses that needs an improvement including payment requests, billings & collections, inventories, PCF, revolving funds and advances maintained in Head Office & Subsidiaries
• Check and Ascertain the reliability of accounting records/data, reconciliation of accounts, inventory discrepancies and other GL accounts
• Ensure proper documentation and communication of audit observations and work performed
• Report to Management the status of all float items including errors/irregularities that may be detected
• Recommend improvements in Operating procedures and control
• Perform follow-up audits to assess the adequacy of the implementation of audit recommendations
• Conduct ad-hoc special investigations and reviews
Logistics Officer (2nd Designation - August 2004 to September 2005)
• Acts as middle man between Suppliers and Customers
• Review, monitor and update Contracts of Suppliers and Customers
• Responsible for meeting Customer’s demand and solving issues/complaints/problems arising from deliveries
• Prepare forecast schedule of inventory and deliveries of goods
• Coordinate and monitor schedule and delivery of goods from suppliers to clients destination
• Reconcile Purchases against Deliveries and Sales to ensure that no shortages/losses arise along the way from shipment of goods and analyze variances if any to support the shortages/losses
• Prepare Letter of Credit (LC) opening for delivery of Goods, Monitors LC balances and coordinates to bank transactions
• Prepare costing and budget analysis
• Monitors and updates the inventory system
• Counter checks all billings from Suppliers if corresponds to negotiated Rate
Credit and Collection In-charge (1st Designation August 2003 to July 2004)
• Prepare Invoices and Statement of Accounts then records to accounting system
• Monitor Aging of AR & AP and reconciliations for monthly report
• Efficiently and effectively handles collection of accounts
• Deposit all collections to banks and accurate posting of Cash Receipts to books
• Report directly to President the weekly updates of billings and collections
• Conduct meeting to clients and suppliers for reconciliation & other matters
Accounting Assistant for Disbursement Division
• In charge of processing complex invoice of suppliers for payment from Asian countries (Philippines, Thailand and Singapore), any discrepancies need to coordinate with suppliers for reconciliation
• Manage vendor accounts, ascertain correct posting to SAP and auditing employees expense report to take necessary actions
• Attend supplier’s queries through emails and phone calls
General Accounting Assistant
• Manage full set of Accounts including monthly and year end closing activities
• Prepare and analyze monthly Financial Statement, Bank reconciliation, tax returns and assisted Auditor/s during the year end closing
• Create budgets and forecasts for the management group, analyzing profit & loss account
• Ensure compliance with accounting deadlines including Government remittances
• Manage payroll for more than 100 employees, AP, AR, fixed assets/Inventory and other related accounting functions
• Reconcile Accounts and ensure reliability of accounting records
• Conduct meeting with clients and suppliers for reconciliation & other matters
• Monitor timely collection, payments and manage cash flows
• Establish close relations between bank executives, auditors, clients and suppliers
Auditor (External)
• Obtain knowledge of Client’s business and industry (Banking, Financing Company, Construction Firm and Merchandising Firm)
• Perform preliminary evaluation of the client’s internal accounting structure in order to identify weaknesses and other areas for improvement
• Prepare Financial Statement and Variance analysis
• Audit all accounts and Ascertained the reliability of records
• Recommend improvements in operating procedures and control
Having started my career as an External Auditor with ERNST & YOUNG, I had the chance to build a profound expertise in accounting, finance and auditing, which qualified me to join a British multinational organization; WHESSOE as outsourced general accountant from E&Y to complete a total of 3 yrs experience. Then, I have continued my career as an Internal Auditor at PROGRESSIVE CHEMICAL TRADE, INC. for a total of more than 7 yrs. After 10 years of experience in Accounting & Auditing field in the Philippines, I have further developed my career with Business Development expertise in UAE; starting at UPENDO FLOWERS FZE as Sales Account Manager for 3 yrs; then further enhance it to be a Sales Team Lead with full mandate of Sales Branch Office Management with DIWAN ARABIA for 3 years, then later on became the Office & Admin Manager to sum up a total of 7 years with this Company. I am currently working at BLACK AND BLANC as Office Manager to level up my career with full office management from HR, Admin, Operation and Finance. This has allowed me to consolidate my experience as a Pro-Active, Resourceful, Results-oriented with extensive experience in Office Management, Sales & Business Development, Auditing, General Accounting, and Logistics in different Business and Industries such as E-Commerce/Online Shop, Digital and Content Management Solutions, Trading (Local and Import/Export), Construction, Oil and Gas, Auditing and Finance Services (Ernst & Young). Proven track record in meeting KPI’s in consistent and efficient performance to enhance the Company’s progress and profitability. A Leader and Team player committed to improving overall business processes and building a cohesive business environment