Office Manager & Executive Assistant to Vice President
Hyva MEA FZE
Total des années d'expérience :20 years, 8 Mois
• Office management: Liaising with managers about vacancies for the MENA Region including sourcing relevant candidates, updating internal & external websites with vacancies combined with placing ads on local websites and searching Linkedin.
• Reviewing & Renewing all insurance policies including medical, third party liability, workmen’s compensation & travel.
• Renewal of office lease, P.O. Box, trade license. Monitoring annual rental costs.
• Ensuring facilities & office supplies are in order. Visiting Etisalat to setup new employee mobiles and to pay all company phones & landlines.
• Monitoring Employee phone bill cost & securing annual cost savings on phone plans.
• Human Resources Responsibilities: Ensuring everything is in place for new employees; including mobile phones, laptops, business cards, workstations, access to relevant software, shared drives etc.
• Maintaining HR Files & Personnel records: including leave requests, attendance & appraisals. Payroll preparation including entering onto online banking via WPS. Calculating annual bonus, pay rises, including all HR related correspondence.
• Ensuring a smooth exit for resigning or terminated employees. Conducting exit interviews, ensuring all company property has been returned, combined with preparing a final settlement. Ensuring all is in line with UAE & JAFZA labour rules.
• Creating the MENA HR Manual, combined with MENA HR and ISO policies, ensuring employees are implementing.
• Marketing & Events: updating regional company website. Liaising with marketing department in the Netherlands for newsletters, marketing projects, and social media. Event planning, including annual the sole organiser of a ‘dealer day’ Event (50 people from different countries). Jointly coordinated the Internal Global Conference, for the top 100 employees. The 3-day event included evening activities, assisting with preparation for exhibitions, venue evaluation and travel arrangements. Ensuring all relevant marketing supplies was available.
• Social Media Management: Generation of relevant content and regular updating of social medial channels including Facebook, Twitter, LinkedIN and YouTube. Weekly analysis completed for head of marketing and ensuring growth and online awareness.
• Social event planning: Organizing annual Christmas party & Iftar
• Travel Coordination: Arranging travel bookings for all employees & visitors, ensuring the most competitive rates available. Ensuring all hotels, flights tickets and transportation are booked. Checking and completing visa requirements for different nationalities and countries. Preparing all documentations for visa applications and applying on their behalf when possible.
• Finance: checking expenses & ensuring they are in line with the policy. Entering payments in to BAAN accounting system, producing cheques & managing petty cash
• Looking after day to day accounts, including purchase orders, invoices, payments, Bank reconcile and petty cash.
• Responsibility taken for preparing monthly budget reports, profit & loss reports for events.
• Assisting with end of year Financial Audit by PriceWarterhouseCooper.
• Solely responsible for day to day administration of Sage Accpac accounting package. Including inputting purchase orders, bank reconciles.
• Assisting in H.R responsibilities including: Visa processing, attendance & leave monitoring in addition to general H.R updates to ensure staff awareness.
• Health care claims processing
• Additional administration duties including maintaining filing systems and office supplies.
• First point of contact for procurement. Ensuring strict procurement guidelines were followed.
• Day to day running of the Credit Control Department.
• Support of the sales team, including sales quote generation, chasing suppliers, Excel spreadsheet design and automation.
• Used existing knowledge of SAP & accounting experience to develop new skills in Sage Line 50.
• Day to day accounting using Sage Line 50 for invoicing, stock control, raising purchase orders, delivery notes
Handling of sales enquiries on a daily basis.
• Consultation, research and selection of property according to client requirements.
• Email Marketing of new and stock properties.
• Management and maintenance of client, property and sales database.
• Constantly building network of contacts with developers, agents and clients.
• Day to day running of the Admin Department with 5 employees reporting directly to me.
• Day to day management of the HR function internally including absenteeism and holidays.
• Supervising of client contracts administration and credit control.
• Day to Day management of the Client Services department.
• Handling and resolving client issues on a daily basis.
• Negotiation with clients and company owners in order to resolve payment issues.
• Management of Exhibition & Event preparation including recruiting staff and booking venues.
• Day to day support of directors and MD’s activities liaising directly with clients and employees.
• Management accountability and credit control responsibility for key internal client projects, including reporting of project status to directors and feedback reports from clients.
• HR role undertaken with responsibility of holiday monitoring including, interview, hiring and management responsibility of front desk reception.
• Implemented and maintained internal project filing-system, Company wide.
• Responsibility also undertaken for client and employee travel and transport arrangements.
• Day to day administration of SAP accounts, invoicing and general account management.
• Duties also include front desk reception work including greeting all clients.
• Switchboard duties also undertaken for all external calls.
• Credit control experience including chasing payment of outstanding invoices.
• PA role also undertaken for Office Manager, including booking meetings & client management.
• Responsibility of daily post allocation and petty cash management.
• Extensive experience of data processing working for once of the UK’s largest consultancies.
• Experience gained of working with highly sensitive data for companies including HSBC, UK Home Office, Central Government and UK Payroll.
• Working to strict deadlines to ensure delivery of demanding work loads (up to 50 hour weeks)
• Working in a varied and demanding environment (up to 20 changes per day)
• Accurate processing at an average of 99.8%
• High speed data entry at an average of 14, 000 key strokes per hour.
• One of only four people rewarded ‘Performance Related Pay’ due to speed & accuracy.