Ghalia Kbar

Office Manager at ADVAITA TRADE DMCC

• United Arab Emirates - Dubai
• My current job since May 2018

Core Responsibilities:

MD Personal Assistance
 Managing the managing director’s office in a very professional manner.
 Managing diaries and organizing meetings and appointments.
 Handling all travel arrangements including travel claims for both MD and employee including flights, hotels, transportation, visa, insurance and liaising efficiently with travel service providers to ensure cost effective rates.
Organizing events and conferences.

Office Management :
 Responsible for full process of KYC (Know Your Customer) forms for five entities.
 Handling insurance processes and policies (company and health insurance).
 Overseeing information processing, filing, archiving and retrieval.
 Scheduling appointments, managing calendars for both Managing Director and employees.
 Preparing minutes of meetings, presentations, letters and all administration documents.
 Managing independently all office related services such as maintenance, cleaning services, health and safety services, technical services, etc.  In direct contact with all internal and external suppliers and make sure to obtain the best offers and agreements that fulfill the companies‘ requirements and budgets.
 Maintaining and updating all necessary records, files and database.

Financial Management:
 Preparing quotations, proforma, invoices, receipts, and petty cash.
 Preparing monthly reports and descriptions to all non-trade expenses ( all entities, all currencies.)

Human Resources:
 Assisting in the recruitment process.
 Managing employees’ attendance.
 Assisting PRO
 Coaching all staff for any new product, equipment, system, policies or announcement.

Travel Arrangement:
 Handling all travel arrangements for employees and the Managing director, including flights, hotels, transportation, visa requirements, etc.

Office Manager at Travel Age

• Lebanon - Beirut
• September 2014 to September 2017

Office Management
 Managing calendars, arranging meetings both internal and external, sending invites, booking venues, and preparing packs and literature as may be required.
 Preparing agendas, minutes of meetings, presentations, proposals, pitches, and other documents as may be required.
 Drafting emails and letters, providing assistance to line manager in a timely and efficient manner.
 Liaising and coordinating with several departments including HR, Marketing and Sales.
 Welcoming clients, screening incoming calls, action response and redirect correspondence where necessary.
 Filing and management of corporate and lease contracts among other corporate and legal files.
 Managing the office efficiently, maintaining office supplies, stationary, and addressing maintenance issues as may be required.

Financial Management
 Preparing quotations, proformas, invoices, receipts, LPOs, petty cash.
 Preparing budgets, forecasts, and maintaining statistical & financial records.
 Preparing sales reports & analysis.
 Administering employee payroll.

Human Resources
 Preparing operational policies, procedures and administrative workflows.
 Carrying out new-employee induction, providing assistance in the recruitment process.
 Managing employees’ attendance, vacation planning and record management.

Customer Service
 Managing client inquiries, complaints and ensuring timely resolution and feedback.

Travel Arrangement
 Handling all travel arrangements including flights, hotels, transportation, logistics, visa requirements, insurance and liaising efficiently with travel service providers to ensure cost effective rates.

Event management
 Organizing events for the company including venue selection, bookings, invites, catering, collaterals, etc…

Assistant Manager at Brokers XP

• Lebanon - Beirut
• February 2013 to August 2014

Real Estate Database & File Management
 Overseeing and maintaining the tenant /owner database, adding and removing properties as the portfolio changes.
 Drafting policy and procedure for implementation of document management.
 Ensuring accurate and timely storage and file management.

Administration
 Managing day to day office and administrative tasks.
 Preparing all proposals and contracts for clients.
 Consolidating and handling tasks pertaining to client leasing.
 Raising purchase orders and invoice tracking.
 Formulating administration reports and budgets.
 Preparing and supporting line manager with presentations.
 Handling and prioritizing clients’ inquiries; ensuring timely feedback and interdepartmental coordination.
 Handling all travel arrangements, schedules, agendas, events, conferences and meetings.
 Assisting the department in project management, cost optimization and implementing business expansion plans.
 HR administrative duties including leave and record management.
 Maintaining archiving system.
 Consistently and professionally represent the company and property owner at all times to outside agencies and organizations.

Senior Coordinator at Four Seasons Hotel and Resorts

• Lebanon - Beirut
• November 2009 to December 2012

( Pre-Opening Team)

Administration
 Full coordination and management of housekeeping operations.
 Arranging the daily assignments for all the department employees.
 Liaising with all departments particularly reception, guest relations, engineering and room service to ensure all information is communicated efficiently and promptly.
 Preparing consolidated reports for management on a daily, weekly and monthly basis.
 Logging all daily jobs, assignments and tasks and following up on them.
 Representing the department in management meetings.
 Coordinating and ensuring optimal flow in logistics operations.
 Updating the systems regularly.

Finance
 Monitoring inventory and handling all purchase orders in accordance with budgetary constraints.
 Extracting and consolidating data for financial invoicing.

Human Resources
 Assisting in scheduling attendance/absence/holidays of the employees.

Customer Service
 Managing guest requests and inquiries promptly.
 Interacting with customers to ensure their needs are met and optimal customer satisfaction levels are consistently achieved.

Training
 Designated trainer with full responsibility for training new employees, assessing performance and providing guidance to ensure continuous maximum efficiency.
 Briefing the team and communicating with external parties, ensuring operational excellence at all times.

Executive Secretary at Americana

• Lebanon - Beirut
• June 2007 to October 2009

Administration
 Managing the executive agenda, planning appointments, board meetings, conferences...etc.
 Managing the General Manager’s correspondence and prioritizing accordingly.
 Managing office supplies, facility management and all related purchase ordering.
 Preparing MOM and executive reports.
 Designing and ensuring smooth implementation of filing systems and administrative procedures.
 Full responsibility for confidential handling of corporate documents.
 Preparing periodic market feasibility studies, research and presentation material as per the General Manager’s requests.

Travel Arrangement
 Full responsibility for all travel arrangements.

English and Computer Teacher at Lycée Saint Michel

• Lebanon - Bekaa
• September 2005 to June 2007

EnglishTeacher at The Modern School

• Lebanon - Beirut
• September 2003 to June 2005