Back Office Supervisor
Jaidah Group
Total years of experience :14 years, 10 Months
, Procurement & Logistic )
COMPANY: Jaidah Group, “ Telecom & Prime Security Services Department “
Jaidah Square, Doha, Qatar
DUTIES AND RESPONSIBILITIES:
•Supports company operations by maintaining office systems and supervising staff
•Maintains office efficiency by implementing office systems or as full back up support
•Processing a Sales Orders and Purchase orders of the awarded Project.
•Prepares reports by collecting, analyzing, and summarizing of Project milestone
•Maintains materials by checking stock to determine inventory levels;
•Processing Inbound & Outbound delivery of project materials
•Tracking and Invoicing of Sales Order & Purchase Order
•Forwards information by receiving and distributing communications; collecting and mailing correspondence
•Overall responsibility of Warehouses & Transport under department
•Completes operational requirements by scheduling and assigning employees; following up on work results.
•Maintains office staff by coaching, counseling, and disciplining employees.
•Contributes to team effort by accomplishing related results as needed
•Prepares and monitors by implementing corrective actions.
•Arrange office schedule by picking-up and delivering items using automobile
•Maintains facilities by planning space allocations, arranging for and supervising warehouse activities
•Handling fleet of department for any concerns and issues
•Maintains equipment through service, calling for repairs and warranties
•Maintains records by defining procedures for protection, retrieval, transfer and disposal of records.
Dafna Area, Doha, Qatar
DUTIES AND RESPONSIBILITIES:
•Overseas the office maintenance, office supplies, including inventory and office machines.
•Monitors the upkeep and renewal of all Company legal registrations in a timely and efficient manner.
•Purchase office supplies (e.g. stationery, letterhead, pantry items, etc…).
•Review, analyze, and prepare payment requests for office expenses (e.g. telephones, utilities, rent, etc…).
•Assists in ticketing, hotel reservations for staff and newly joined staff.
•Dealing with Insurance Companies with regards to applications, claims, and preparing required summaries.
•Keeps record for all the passports, visas and labor cards and report prior their expiry.
•Ensures all office related contracts are properly manage.
•Follows document control procedures related to the document management system.
•Coordinates with QA Officer in establishing the office documentation and their relevant security levels as per the distribution matrix and insure the implementation of the same.
•Assists in maintaining and controlling document register and updating it regularly with all incoming and outgoing information.
•Prepares outgoing document transmittals and ensures proper submission to the relevant parties with an official acknowledgement of receipt.
•Ensures that all obsolete and superseded documents are clearly identified and logged in the register.
•Distributes documents in a timely manner to the concerned person in accordance with the distribution matrix as authorized by the QA/ Personnel & Administration Manager.
•Assists with the proper storage/update of the documents soft copies in the electronic filing system.
•Manages the proper storage of the documents hardcopies in the appropriate physical location in accordance with the manual filing system.
•Coordinates with Internal departments for any concerns/issues needed to be solved.
•Arrange correspondences to be sent to Client/Consultant /Subcontractor/ Suppliers thru email, fax or the company driver.
•Attends to email communication.
•Provide administrative functions such as preparation of material requisition form, store receipt voucher, hardware repair request form, material transfer voucher,
•Follow-up quotation request & Invoices with supplier/s and subcontractor/s.
•Perform other jobs that may be assigned from time to time.
DUTIES AND RESPONSIBILITIES:
•Develop standards and guidelines to guide the use and acquisition of software and to protect vulnerable information.
•Modify existing databases and database management systems or direct programmers and analysts to make changes.
•Test programs or databases, correct errors and make necessary modifications.
•Plan, coordinate and implement security measures to safeguard information in computer files against accidental or unauthorized damage, modification or disclosure.
•Approve, schedule, plan, and supervise the installation and testing of new products and improvements to computer systems, such as the installation of new databases.
•Train users and answer questions.
•Specify users and user access levels for each segment of database.
•Develop methods for integrating different products so they work properly together, such as customizing commercial databases to fit specific needs.
•Review procedures in database management system manuals for making changes to database.
•Select and enter codes to monitor database performance and to create production database.
•Assisting network includes the network operating system.
•In charge on desktop upgrading and maintenance using latest software application and hardware components.
•Controlling, customizing and handling the documents for coming in and out of the department.
•Encoding the data information of the company.
•Responsible for assisting all business associates and visitors.
•Received and answered telephone calls and email messages.
•Prepared or typed all kinds of memos/correspondences whether internal or external.
•Maintained and controlled stocks of stationeries and other office supplies.
•Searching all latest I.T. trends and Solutions from time to time.
•Do other tasks that maybe assigned from time to time.
DUTIES AND RESPONSIBILITIES:
•Complete intake process and open cases as needed.
•Place outgoing calls to providers to check care availability and schedule appropriate care.
•Answer phones and respond to customer requests, orders, general customer inquiries, invoice questions, and customer complaints.
•Transfer customer calls to appropriate staff.
•Identify, research, and resolve customer issues using the computer system.
•Follow-up on customer inquiries not immediately resolved.
•Recognize, document and alert the supervisor of trends in customer calls.
•Recommend process improvements.
•Handles and advice customers need in “IT Environment”.
•Receives, stores, issues, and verifies supplies.
•Compiles records of supply transactions.
•Answering calls for the customer service.
•Educate clients on Backup care program/policies and assist with registration.
•Perform other duties as assigned.