Administration Manager / PA to the General Manager
Al Futtaim Real Estate LLC
Total years of experience :27 years, 9 Months
Overseas daily administrative operations of Qatar office with all aspects of business operations including Personnel, Human Resources Policies & Procedures, Contract Negotiations, Payroll preparation and numerous administrative functions. Managed personnel activities, maintained confidential personnel files composed of annual performance reviews and salary data. Recruitment: Deal with ad responses, sourcing potential candidates, arranging interviews, orienting new employees, organizing visas, housing, flight and transportation. Daily coordination and communication of admin and HR matters in Bluu Head office in London. Prepares Quarterly report preparation of HR issues, department budgets and expense.
Attend quarterly meetings to obtain or disseminate information regarding any changes in work units or programs. Develops policies and procedures to outline employee responsibilities and correct actions to be taken. Planning and processing of staff holiday schedule and discuss with the designated line manager to ensure smooth operation of the department. Manages a computerized database of confidential information to maintain integrity of information. Tracks time-sensitive events to meet deadlines. Oversees inventory and purchases of office stationery, equipment and pantry supplies. Keep records of office expenditures and ensure proper maintenance of office equipments. Contract maintenance, renewal and tracking for recruiters, service providers and office maintenance. Assist Tender department on bid submissions. Creates any needed data in the form of letters, memorandums or reports. Collaborate with all department heads to ensure an efficient work area. Daily updates of ERP system. Arrange all company functions for clients and guests. Keep files with high confidentiality & performs other duties as assigned.
Responsible for the over-all management of the day-to-day activities of the Project Director; Performs complex administrative functions to the Office of the Project Director; Maintaining the decorum about the joint venture procedure systems; Attend regular monthly high level and bi-weekly meeting with clients for minute taking, develop and distribute action items to all attendees. Performing complex responsibilities involving confidential information such as compiling reports and furnishing information; responding and updating forth-coming and outgoing correspondence in local and global fields; reviews incoming correspondence, initiate replies as appropriate and route matters requiring action by department heads and update follow-up to ensure appropriate actions are accomplished; preparing and scheduling meetings and agendas. Preparing memo and correspondence on administrative and program matters; Coordinate all company activities to ensure all work is properly implemented; Undertake preparation for project events. This also includes preparation of background materials for use in discussions and briefing sessions of project matter. Coordinate logistical arrangements for Corporate management and invited guests visiting for project activities. Prepare and process expense reports and reimbursements. Maintain up-to-date organizational chart for the Joint Venture; Responsible for the Director’s project filing system with high confidentiality and performs other duties as assigned.
Manages all office services covering facilities, maintenance, leasing, office equipments, requisitions of supplies purchased and janitorial services; Set-up office space and renovations; Handles all concerns on office maintenance as well as office staff; Attends weekly Operations meetings, take notes, develop action items, distribute action items to team members and track responsible parties; Coordinating meetings and planning events including conferences and seminars; Maintain regular communications with customers’ gatekeepers to promote wider communication to customer decision-makers; Full administrative support to the President’s calendar, set-up and coordinate meetings with key customer / partner contacts; Flight and hotel arrangements; Preparation of Travel & Expense Reports, mileages, memberships, subscriptions, etc. Managing documents/reports submitted to the President; Maintain Regional contact information, manage business cards file, contact lists/database. Set-up and maintain President's personal and business calendar/schedule, coordinating the availability for participation in all meetings and events, work in direct coordination with administrative and planning staff to avoid scheduling conflicts. Processes thank you cards, welcome notes, and other items that CEO wants to send to.Manages calendar, meetings, and appointments, conference calls, and other events. Manages calendar according to business and personal priorities, ensuring all appropriate parties are aware of itinerary. Makes allowances for meetings to run late and reminds President of subsequent appointments periodically throughout the day. Professionally corresponds with clients, vendors and partner contacts. Creates itineraries and verifies that President has on his person all necessary documents and information, such as airline ticket and itineraries, hotel reservation details, rental car confirmations, etc. Exercise considerable judgment in working with highly confidential information.
Provides all executive secretarial support functions to the Chief Operating Officer i.e. scheduling appointments, processing mail, screening visitors, receives calls and respond to inquiries; Handles travel arrangements, special company functions and conferences; Arranging other business and social engagements; Organize and maintain calendar, files and records; Prepare and process expense reports and reimbursements, handles petty cash for the dept;
Preparation of comparative analysis on various subjects; Compiles data & statistical information i.e. draft financial, statistical, narrative &/or other reports as requested; Assists in preparation of reports, budgets; Handles preparation of office requisition for the department; Exercise considerable judgment in working with highly confidential information.
Dean's lister for the first 2 years in college. Consistent top 10 outstanding student in college.