Administration | Office Manager
LifeScan Middle East FZ-LLC
Total des années d'expérience :17 years, 11 Mois
Office and Facilities Management
• Successfully oversaw general office operations, managing office supplies, utilities, and facility maintenance to
ensure a smooth and efficient working environment.
• Demonstrated expertise in vendor management, fire safety, and health & safety compliance, contributing to a secure
and compliant workplace.
• Effectively handled facility lease, licenses, permits, and legal requirements, showcasing meticulous attention to
detail.
• Built and maintained strong relationships with building management, vendors, and government agencies, fostering
a collaborative working environment.
• Managed expense reports with accuracy and efficiency, ensuring financial processes are streamlined.
HR Administration
• Administered employee benefits, insurance, leaves, recruiting and training, interviews, payroll, showcasing a com
prehensive understanding of HR functions.
• Proficiently managed onboarding and offboarding processes, supporting employee relocation and repatriation.
• Organized team-building events and social functions, promoting a positive workplace culture.
• Administered employee assistance which includes preparing of HR letters (employment certificate, salary letter,
contracts, etc), employee visa and employee verification
• Prepared correspondence and employee communication
• Reviewing expenses
• Ensured confidentiality while handling sensitive HR information.
Procurement & Finance
• Budget planning (OPEX) and expense management (including payment processing of office lease, service charges,
parking lease, utilities, government services and other bills)
• Marketing expenses (BME) tracking
• Vendor/Supplier/Service provider managing, sourcing, selection, negotiation, evaluation & registration
• Contract negotiation and management
• Purchase requisition
• Invoice/payment processing in coordination with treasury/accounts receivable team
• Petty cash management
Quality & Compliance
• Implemented policies and procedures to enhance operational efficiency and ensure compliance.
• Conducted supplier and distributor due diligence, contributing to a high level of quality assurance.
• Secured necessary healthcare approvals and licenses, demonstrating a commitment to regulatory compliance.
Events Management/Organization & other ad-hoc
• Planned and executed events, showcasing strong organizational and budgeting skills.
• Successfully scheduled and coordinated various meetings, ensuring seamless execution.
• Prepared meeting agendas, materials, and documented minutes as required.
• Managed records, IT assets, and general administrative duties with attention to detail.
• Served as a subject matter expert on HR services, office operations, procurement, and administrative services.
Executive Support
• Provided high-level administrative support, managing complex daily schedules and ensuring timely communication.
• Drafted professional correspondence and reports on behalf of senior executives.
• Managed all travel arrangements and bookings
• Coordinated internal and external meetings, conferences, and events with efficiency.
• Proactively managed executive's time, prioritizing tasks and balancing competing priorities effectively.
Demonstrated Administrative Excellence:
• Provided comprehensive support to MD/GM, department heads, and teams, ensuring smooth daily operations.
• Adapted to diverse time zones, managing executive schedules and global business requirements effectively.
• Facilitated efficient executive travel arrangements, optimizing time management and productivity.
• Managed procurement processes meticulously, adhering to budget constraints.
• Implemented organized filing systems, contributing to a well-structured work environment.
Facility Management & Event Coordination:
• Successfully managed diverse events from inception to completion, ensuring seamless experiences for attendees. Events ranged from intimate round table discussions to large-scale functions, employing in-person, hybrid, and virtual formats.
• Demonstrated logistical expertise in planning and executing events, including venue logistics, contract negotiation, and budget management.
• Efficiently delegated tasks to external agencies, ensuring smooth event execution.
• Oversaw healthcare compliance events and post-event activities.
• Systematically maintained and updated records, enhancing accessibility for informed decision-making.
HR Support & Global Collaboration:
• Played a vital role in onboarding and offboarding processes, enhancing the employee experience.
• Established effective communication channels, providing support to global offices and leaders as needed.
• Contributed to cross-departmental projects, demonstrating adaptability and a collaborative mindset.
Strategic Initiatives:
• Actively participated in cross-departmental projects with a strategic approach.
• Provided valuable support to global offices and leaders, showcasing dedication to organizational success.
• Email and Communication Management
• Travel and Calendar Management
• Board Support and Administration
• Financial and Event Coordination
• Research and Confidentiality
• Strategic Collaborator and Trusted Advisor
• Support to GM/SEO which includes calendar management, requiring interaction with both internal and external
executives and assistants, to coordinate a variety of complex executive meetings; travel arrangements which
includes travel itineraries, visa, hotel & flight reservations, meetings and appointments
• Expense Management for the GM/SEO
• Administrative duties: main point of contact for all visitors and other general inquiries, email management, research
and analyze data, reports, managing office expenditures and budget, PRO, finance, contract management, supplier
management, filing management
Strategic Operations:
• Orchestrated daily operations, enhancing organizational effectiveness.
• Led design of policies, procedures, and forms for a harmonized work environ
ment.
Financial Stewardship:
• Managed department's revenue and expenses, optimizing financial perfor
mance.
• Prepared comprehensive reports for informed decision-making.
Client Management:
• Nurtured client relationships, negotiated leases, and addressed client requests.
Staff Development:
• Demonstrated leadership in staff management and fostered continuous im
provement.
• Conducted performance reviews, fostering a culture of continuous improve
ment and professional development.
• Maintained meticulous record-keeping for staff attendance and punctuality,
ensuring a disciplined and accountable workforce.
Procurement Efficiency:
• Oversaw seamless office operations, engaged in cost-effective procurement
practices.
Awarded as Employee of the Year 2007
• Armed with good understanding of our products and sales process, assist sales team as well as distributors to guide customers through the sales funnel
• Supporting sales team
• Maintain current and accurate customer files and information
• Maintain and update other files
• Prepare and submit quotations, invoices, correspondence, submittals, etc
• Follow up on quotes, orders, and opportunities proactively with sales team and customer service dept. in an effort to keep the status of each up to date
• Handle client complaints/issues and price variations
• Prepare, comply and send monthly report
• Record minutes of meetings
• Being on hand to answer questions and queries from customers
• Handle stock control and management
• Executive assistant to Senior Managers (Business Development Manager, Head of Sales-Decorative, Head of Advance Project Group & Head of Export)
• Manage diary Senior Managers (Business Development Manager, Head of Sales-Decorative, Head of Advance Project Group & Head of Export)
•Database administration
•Data encoder
•Acts as receptionist
•Answers telephone enquiries
•Performs other job as may be assigned by the Immediate manager or director
•Handling incoming business calls and outgoing international calls
•Monitoring all incoming documents received thru fax or courier
•Ensuring proper distribution of documents to the person in charge
•Ensuring the systematic filing of all important documents
•Performs other job as may be assigned by the Immediate Supervisor/manager
•Sells medical and orthopedic products to doctors and hospitals
•Do sales promotions and issues items/products ordered by clients
•Prepares & monitors inventory, samples of products for new & prospective client
•Typing and arranging documents
•Prepares the sales report and monthly marketing reports
•Ensures that the files are well organized
•Maintains office supplies inventory and requisition supplies
•Performs other job as may be assigned by the manager