Administrative Officer
Emirates Bio Farm
Total years of experience :10 years, 6 Months
● Manage and maintain office operations, including organizing schedules, handling correspondence, and coordinating administrative tasks.
● Act as the primary point of contact for internal and external communications, including answering inquiries and directing them to the appropriate departments or individuals.
● Schedule and coordinate meetings, appointments, and travel arrangements for the general manager and other staff members as required.
● Prepare and distribute agendas, memos, and other materials for meetings, ensuring timely dissemination of information.
● Attend meetings with the general manager, take minutes, and prepare comprehensive reports and summaries for distribution.
● Maintain records, files, and databases, ensuring accuracy and confidentiality of information.
● Assist in the preparation and monitoring of budgets, expense reports, and financial records as needed.
● Coordinate and oversee office logistics, including office supplies, equipment maintenance, and facility management.
● Collaborate with other departments to support cross-functional initiatives and projects.
● Perform other duties as assigned by the general manager or senior management.
• Organizing and managing schedules and calendars for staff, managers, and senior-level officers
• Receiving and processing communication channels, including email, phone, and physical mail
• Oversaw hiring process, prepared offer letters, and maintained electronic employee records as well as database
• Conferring with the accounting department to help make payments, process incoming invoices, and verify salary slips with employee attendance
• Document/license renewal of local governmental entities & company property records
• Staying abreast with labor law requirements and making sure the company abides by it
• Ensure functionality of necessary office equipment and requisition of new ones
• Create reports and memos for managers and senior-level officers as needed
• Offer assistance in organizing events, such as company events as well as client events
• Attend meetings and record notes and messages for managers and senior-level officers
• Oversee, manage and update company website and other social channels
• Manage administration of 10 administrative staff and support team in the Office (Receptionist, Office Assistant, and Office drivers) by orienting, coaching, counseling, disciplining employees, and planning, monitoring, and appraising job results
• Made use of CRM’s (Salesforce, Zoho, Hub Spot), including email, spreadsheets, and databases, to ensure the efficient running of the office, acquire leads, and communicate with clients
• Had a direct meeting with clients to address concerns about the development of their websites, establish a working relationship all while enforcing the aims of the company
• Captures leads and prospects from (tawk.to) on our website and maintain a database for such prospects
• Accurately prepare and process required legal documents like rent contract attestation in government agencies such as the Ministry of Economic, Ministry of Finance, Customs, as well as the acquisition of visas of employees through DMCC portal
• Visiting DMCC for the processing of contracts, payments, and other company documents
• Work in coordination with the HR Manager in the hiring process of new employees by screening through 100’s resumes
• Outlaying and preparing quotations worth millions for the company
• Coordinate manager's schedule and make appointments
• Preparing company and individual presentations
• Performs secretarial duties, data entry, receives and screens office calls and correspondence, responds to routine telephone inquiries; forwards call to the appropriate party.
• Authored, maintained, and distributed a myriad of financial and production reports including cash flow reports, invoices, purchase orders, contracts, vendors, and job files.
• Ensured production agendas remained on track and within projected guidelines.
• Sale coordination between subcontractors and other contracting companies
• Assisted in the completion of the Extension of Emirates Road- Ras Al Kamiah in 2015 in collaboration with Fala Road Contracting worth (AED 2, 000, 000)
• Provided Human Resource and payroll department backup as necessary
• Managing day to day operation for all construction sites
• Organized site meetings with sub-contractors, developed a good relationship with trades and the city building department.
• Helping over 50 customers through chat support on problems encountered on the Website
• Checked delivery status of products of customers
• Receiving 150 calls a day for the booking of appointment when necessary
• Initiating 1000 Email campaigns
• Accurately maintaining a variety of logs and files about clients and compliance
• Maintaining compliance and developing relationships with existing customers in person and via telephone calls as well as emails
• Researching Database online on all social media as a form of marketing
• • Handling various networks in the Academy
• Examine various departments in the Academy for computer-related problems.
• Troubleshooting, diagnosing and resolving technical issues
• Setting up accounts for new employees and new users
• Replacing and repairing computer equipment
• Training 50 Cadets a day on how to use hardware/software peripherals
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