Office Manager – Admin (Group CFO Office)
Al Hamra Group
Total years of experience :14 years, 4 Months
(Executive Assistant / Manager - Admin | Al Hamra Group |January 2017)
Directly report & provide efficient and effective organizational support to Group Chief Financial Officer helping him develop, prioritize and manage his agenda of critical business priorities, while demonstrating the highest levels of professionalism, integrity and diplomacy. · Managed complex and frequently changing travel arrangements and coordinated pre-planning of trips. Allocated executive tasks and managed complex calendars and administrative functions. · Managed ad-hoc assignments as directed (mainly Investments portfolio). Also, worked with senior management to initiate new projects and assist in various processes and policies. · Pro-actively track and report progress of outstanding action items, troubleshooting issues where necessary and escalating for GCFO's attention when appropriate. · Validate that action items have been implemented and his agenda is on track. · Identify, propose and implement improvements to the way his office is managed. · Kept physical files and digitized records organized for easy updating and retrieval by authorized team members.
• Provide administrative support to the department Senior Vice President (Sales - acquiring)
• Arrange complex domestic & international travel itineraries for in-house and external senior visitors.
• Maintain daily calendars, set up meetings, meeting agendas and conference calls for Senior Management.
• Negotiated favorable terms and pricing agreements with resorts, vendors, caterers and other providers for service at special events, saving significant costs for the company
• Consolidating Performance reviews (Half-yearly and Yearly) for the Sales teams across the MENA region.
• Managed monthly expense reports to ensure accurate posting of expenses and tracking of reimbursements.
• Work closely with the marketing teams to organize and manage networking events across the region.
• Responsible for delivery of invitations, follow-up communications and updates.
• Communicate with key accounts regarding upcoming events.
• Coordinate and manage Internal and External company assets - equipment purchases that are part of Capital and Operating Expenditure.
• Handled accounts payables and receivables, prepared bank deposits, controlled inventory, and maintained equipment and technology.
• Arrange office space requirements and relocations for employees.
• Reconciled invoices and handled all departmental billing inquires.
• Maintained vacation calendars of the local team and generated quarterly vacation reports for SVP.
• Generate and communicate monthly Income and Expense reports to the CEO and SVP.
• Maintained all departmental organizational charts, on-call staffing, and emergency contact lists for all local staff.
• De-brief new joiners with policies and procedures of the company and other On-Boarding activities.
• Responsible for conducting initial exit interviews for retiring and off-boarding members.
• Directly assist CLP Manager in launching promotions with banks within the region.
• Assist & coordinate with banks & all DNATA travel services departments for DNATA & MMI Travel promotions.
• Work closely with the CLP Manager to launch the (co-branded) DNATA World Credit Card across UAE.
• Responsible for all marketing and advertising activities prior to launch of DNATA World Credit Card
• Collate and proof read loyalty program offers received from third-parties to finalize offer booklets.
• Proof-read the ENBD World Credit Card offer booklets before publishing in the market.
• Prepare monthly Sales Analysis Report to keep track of actuals & budget.
• Investigating monthly administrative income & expenditure variances and report the same to Finance Heads.
• Administrating the financial accounting of bank loyalty vouchers.
• Chasing bad debts & resolving discrepancies occurred at third-party vendor levels.
• Ensuring timely payments of EPP’s for both DNATA & MMI travel bank partners.
• Responsible for arranging executive meetings & conference calls within the region - followed by distribution of meeting action points.
• Maintain filing systems as well as adequate inventory of office supplies.
• Attend walk in & telephone passengers with travel queries and trip bookings.
• Responsible for dealing with major corporate & group bookings as a key representative of DNATA travel
• Responsible for making changes to itineraries and re-issuing corporate tickets as and when needed.
• Responsible for promoting, offering and issuing Marhaba - Worldwide travel insurance
• Responsible for providing detailed travel information to customers and deal with customer queries in relation to holiday packages - Sales and promotion of Hotels, Cruise packages, Car Hires etc
• Handling Stock Inventory
• Handling daily Cash Sales
• Reporting Daily Sales/Documents to Revenue Accounts department
• Ensure compliance with client's corporate travel policies
• Ensure compliance with company's procedures for documentation, ticketing, voids and refunds.
• Performed all functions relating to the booking, administrative and accounting tasks necessary to process electronic and other travel documents adhering to customer requests and industry requirements.
• Key representative of the agency responsible for dealing with 100% of the corporate customer base.
• Provide agency sales support, cater to agency and walk-in queries.
• Responsible for market research and collating competitor fares on fortnight basis.
• Responsible for maintaining and updating travel fares on in-house travel software - GALILEO
• Ensure timely communication to the agency regarding all updates on travel fares, corporate policies etc
• Providing agents with special fares for group passengers.
• Handling customer correspondence on day to day basis.
• Reconciling annual statements to provide incentives to Corporate Clients.
• Attend walk in & telephone passengers with travel queries and trip bookings.
• Responsible for making changes to itineraries and re-issuing corporate tickets as and when needed.
• Responsible for communicating flight changes and delays to passengers on a timely basis.
• Update daily flight loads
• Handling customer queries referring to flight changes, seat confirmations etc.
• Receptionist with Ajman National Travel Agency -AUG'O7- DEC '07
* Handling day to day activities & assisting all travel consultants
* Attending walk-in customers and their queries
* Attending calls and handling a telephone board of 10 lines
* Issuing MARHABA service coupons
* Data entry- Updating records of regular clients
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