Administration Manager
International Consultants Conin - Dubai
Total years of experience :11 years, 11 Months
Handle incoming inquiries by either phone, emails, or faxes.
•Monitoring all business related travel, hotel accommodation & transportation handled by the team.
•Negotiating corporate rates with various hotels / furnished apartments and car rental companies.
•Making the Admin budget for the next financial year and holder of the Admin budget.
•Handling all printing requirements for the Firm.
•Maintaining stocks of Transcript Machines, Dictaphones & Tapes.
•Ensuring stocks of Toners & Cartridges for the printers is maintained.
•Arranging for Diaries and other gift items for the each financial year.
•Responsible for office access cards.
•Arranging for Parking Access for professionals & Shuttle bus for Staff.
•Supervising the hired cleaners & continuously dealing with them to ensure the office premises are kept clean and standards maintained including regular Pest Control and Carpet Shampooing.
•Dealing with the various suppliers viz a viz Florist, Horticulturist, Printing Press, Stationery, etc.
•Overseeing the office pantry - cleanliness, stocks, coffee machines, etc.
•Monitoring registrations for all Conferences, Seminars & Training Courses handled by the team.
•Ensuring all records of professional memberships is up to date.
•Interviewing candidates for Office Assistant / Reception positions.
•Ensuring offices / workstations are set up for all new employees.
•Handling renewals of Travel Insurance and Company Car Insurances.
•Handling renewals of Leases & Post Boxes.
•Taking up the performance appraisals / evaluation for all staff reporting to me (30).
•Arrange various Trainings for staff.
Direct visitors to the appropriate person and office
•Answering screening and forwarding incoming phone calls
•Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
•Provide basic and accurate information in-person and via phone/email
•Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
•Update calendars and schedule meetings
•Fling invoices, Documents, photocopying, transcribing and faxing
•Receiving and sorting daily mail and check post mail
•Familiar with Dubai court system
•Arrange meetings with managers
•Coordinate with PRO for the Employee visa, Insurance
•Sending offer letter for the selected candidates
•Calculate annual and leaving days
•Office administration work: office maintenance - pest control, Supervise the collection and delivery
Reporting to Dubai police, arrange events, NOC (Dubai Police System CID), Arabic Speaker receptionist check-in, check-out, help and solve Arabic guest issues.
•Training In HR (PRO department) Migration and government (one month) April 2015
•Handling Archives, arranging Files, backup, and documentations.
•Responsible to follow up on E ID for New/Renewals
•Processing and applying Visa for hotel guests and employees
•Process Follow up with Immigration on pending Residence Visas for colleagues & cancellations, guest visit visas for Reservations Dept.
•Sorting problems regarding visa and general immigration rules
•Training in Finance IHG intercontinental Hotel DFC (Credit) May 2015
Reminding the manager/executive of important tasks and deadlines
•Meeting and greeting visitors
•Organizing appointments
•Dealing with incoming email, faxes and post
•Answering screening and forwarding incoming phone calls
•Fling invoices, Documents, photocopying, transcribing and faxing
Answering telephone calls and inquiries, typing and word processing, organizing and servicing meetings, Preparing memos, correspondence, spreadsheets and presentations .