OFFICE MANAGER
Saudi International Trading Company (SITCO)
Total years of experience :16 years, 11 Months
• Office Management: Oversee daily CEO office operations and ensure the office functions smoothly and efficiently. Supervise and support administrative staff, fostering a positive and collaborative work environment. Develop and implement office policies, manage vendor relationships, negotiate contracts, and ensure timely
payments for CEO office services.
• Calendar & Meetings: Effectively manages the CEO's calendar, including scheduled meetings, appointments, and events. Taking minutes of meetings, summarizing, and flagging action points to partners. Anticipate scheduling conflicts and proactively resolve them to optimize CEO time.
• Travel Management: Arrange all business travel domestic & and international, flights tickets, hotel bookings, and car rentals/visas for the CEO and top management with the set travel budget. Handle all Executive expenses and ensure timely reimbursement to avoid delay.
• Communication & Documentation: Deal with correspondence, collate information, draft, review, and edit reports/memos, ensure decisions made are communicated to relevant company stakeholders, and track what measures have been implemented. Organize and prioritize critical issues and required information for the CEO to facilitate efficient decision-making.
• Event Planning and Coordination: Organize company events, meetings, and conferences, both internally and externally. Providing administrative support ensures events are well-prepared, successful, and aligned with the company's goal.
• Confidential Records Management: Establish and maintain a file and documentation system to ensure easy retrieval and storage of important records. Maintain utmost confidentiality and discretion in handling personal or professional sensitive information and confidential documents.
• Relationship Management: Act as a liaison between the executive and internal and external stakeholders, including clients, partners, and colleagues. Develop and maintain strong, positive professional relationships with key contacts.
• Administrative Support: Manage office supplies, equipment, inventory, and stationery, ensuring their availability and appropriate usage. Prepare and coordinate documents, reports, presentations, and correspondence as required.
• Financial Management: Manage and track invoices, purchase requests, and receipts with the finance and procurement teams. Manage petty cash flow and coordination with the finance team.
• Miscellaneous Tasks: Collect mail/ shipments/ letters and accordingly inform and deliver to relevant stakeholders to ensure efficient communication. Ensure all staff issues are addressed properly, and keep track of progress until resolved. Perform other tasks that the executive board may be assigned occasionally.
• Schedules and maintains a calendar of appointments, conferences, and meetings for the COO; arranges all events including travel tickets & hotel arrangements, and arranges visas if required.
• Filter and sort incoming mail and ensure timely processing of all urgent and highly confidential legal documents and correspondence.
• Draft and edit confidential correspondence, emails, memos, letters, presentations, and other sensitive legal documents from the COO's brief instructions.
• Identify process and office management improvement opportunities, and design and implement new systems as needed.
• Organizes the logistics of these meetings including sending invitations, tracking attendance replies, reserving meeting space, ordering, setting up and taking down food, handling meeting setup, and resolving any difficulties that may arise.
• Maintain electronic paper records ensuring information is well organized and easily accessible to the COO and management.
• Increased efficiency through producing office standard documents for invoices, moms, flyers, letterhead, and business cards.
• Control the Executive budget in terms of travel, stationary, meetings, and any other miscellaneous expenses and ensure it doesn’t exceed the set limits.
• Follow up on projects with stakeholders and subordinates to ensure getting all the work done on time.
• Provides high-level administrative and secretarial support to assigned executive managers and office staff.
• Manage office supplies inventory and place orders as necessary.
• Organized and maintained filing systems and databases confidentially.
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• Registering all incoming and outgoing correspondence, drafts, applications, moms, drawings, letters, agendas, and submittals.
• Prepare various documents, requisitions, and purchase orders including emails, letters, and phone calls, ensuring timely responses.
• Plan and organize the executive's daily activities, including prioritizing tasks, managing deadlines, and providing timely reminders.
• Perform various administrative and executive support tasks that are confidential and highly sensitive in nature.
• Assists general manager with customer inquiries, complaints, and preparation of timesheets and expense reports.
• Prepare domestic and international outgoing and incoming shipments and maintain their records.
• Maintain an organized and efficient office environment, including managing office supplies, equipment, and records.
• Screening CVs and applicants.
• Conduct an Initial interview and make referrals write and submit reports to HR on all matters of importance, and maintain highly confidential data.
• Processing exit-re-entry visas and cancellation of ERE visas from Jawazat and the online system (Muqeem).
• Processing leaves and exit applications of all staff and also responsible for Iqama renewal and work permits.
• Perform administrative duties related to the company's formal certificate renewal, premises rental fees, business card issuance and employee accommodation etc.
• Managed petty cash and maintained office supplies & equipment.
Bachelor in Commerce
FSC in Pre-Engineering
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