General Manager - Office Manager / Operations Executive
Tabuk Pharmaceuticals
Total years of experience :17 years, 1 Months
The job includes but not limited to:
Managing the GM's office, coordination between departments, daily business Report, participating and handling Operational processes, provide organizational and logistical support for the GM to assist him in the successful accomplishment of his various responsibilities for organization, perform all necessary actions to arrange and organize meeting, speaking engagements, conferences, anticipate, plan and perform duties to ensure the professional, efficient and effective fulfillment of the GM’s objectives, draft, write and/or type internal memorandums or staff notices, as directed by the GM, take direction from the GM by shorthand and transcribing into final form, draft/write, and/or type reports as requested by the GM, take minutes of meetings as requested and follow up on the fulfillment of al actions in meeting minutes, follow up on products production timelines and ensure deliverables on time, deal with telephone calls, clients and guests of the GM.
The job includes:
Managing the Chairman/Vice President’s office, coordination between corporate departments, handling operations, providing organizational and logistical support for the Chairman/Vice President to assist him in the successful accomplishment of his various responsibilities for the organization. Managing the meeting schedule of Chairman/Vice President by organizing meetings, speaking engagements, conferences and personal/large-scale events. Anticipating, planning and performing duties to ensure the professional, efficient and effective fulfillment of the Chairman/Vice President objectives, controlling and managing outgoing paper flow such as reviewing, organizing, distributing, registering or sending all correspondence from the Chairman/Vice President’s office. Drafting, writing, and/or typing reports and preparing them in presentation form. Handling HR pop ups among the Ag. Dept. Tracking attendance and leave records and forwarding them to HR. Designing and implementing office policies. Supervising office staff & coaching. Data management. Liaising with other agencies, organizations and groups. Customer Satisfaction. Project Management. Work Flow Process Development. Business Development. Handling the Ag. Team Office Space, assets, facilities, IT needs, purchases, expense reimbursements, stationery, drivers, vehicle licenses, phone, internet connectivity and travel arrangements for the C/VP, the local team as well as visitors. Acting as a focal point between the Ag. Team & the Organization. Compiling the crop monitoring reports of agronomists & crop managers of each zone and circulating consolidated reports. Coordinating all imports for seeds, equipment, etc. related to agriculture - meeting with governmental bodies, port clearance agencies, logistics companies to ensure the successful import of all such goods. Coordinating with Hanford office for seed shipment, managing the entire logistics including import clearance, cooled warehousing and distribution to farms. Coordinating with shipping team, banks and port clearance agents for the import of agriculture equipment. Managing the delivery schedule and logistics of harvested onions between farms and factories. Participating in meetings with Growers, Ministries, Governorate Offices and Governors, Embassies, Farmer Associations & Agricultural Cooperatives. Recording notes at all meetings and summarize for further actions and follow up. Coordinating with the government to get necessary security clearances and travel permits for the Chairman/Vice President. Providing analyses & reports to the C/VP and Ag. team based on the business requirements. Providing Arabic to English translation to C/VP in meetings as well as in documentation. Preparing legal contracts / agreements between company and external entities in coordination with legal & finance team and corporate lawyers. Coordinating with finance and IT to lead and manage the digitization process of field monitoring and reporting system.
The job includes:
Secure proper logistics for International & Local Meetings or Conferences, Flight booking meetings, etc., deal with day-to-day Administrative Operations (PR issuance, Payment Orders, Expenses Settlement, etc.…), consolidate & follow up on of Monthly reports, update & archive the departments’ folders, training records & other related documents, track the distribution & subsequent retrieval of essential documents, including but not limited to contracts, keep databases up-to-date: e.g. Real Estate Portfolio, deal with troubleshooting requests, handle the Ball Room events and agenda, follow up on amendments and contracts, handle Phone calls & faxes; international & domestic, deal with clients’ questions & explaining the nature of the company's field, schedule the clients' meetings and conference room bookings, write official letters and correspondences to the Ministry of Industry, supervise every incident related to any of the departments’ working crew, receiving important guests and clients as a representative for the CAREPO, handle meetings, flights & hotel reservations for the CAREPO, the guests & the department’s crew, typing, copying, scanning & translating documents from English to Arabic and vice versa, monitor kitchen and stationary supplies, maintain work flow process between the sub-divisions, perform the on-boarding of new hires, Labor Service Tracker and Oracle Production Service (Oracle Systems) Super User & trainer for the Teams, monitor & manage the distribution of all teams on their cost centers & budgets, monitor the cost distribution percentages of cost centers in the expense vouchers according to the financial rules, maintain the CAREPO’s calendar and scheduling meetings, coordinate between different reports in the department.
The job includes:
Secure proper logistics for International & Local Meetings or Conferences, Flight booking, Advisory Boards meetings, etc., deal with day-to-day Administrative Operations (PR issuance, Payment Orders, Expenses Settlement, etc.), consolidate & follow up on of Monthly reports & Quarterly Score Cards, update & archive Medical & Market Access Central folders, training records & Speakers’ lists, track the distribution & subsequent retrieval of essential documents, including but not limited to contracts, keep databases up-to-date: e.g. Medical Share Point, retain records for the required period (whenever there is legal Obligation), deal with drug research requests, champion for IGM & CMS programs (Medical & Market Access), report all adverse events or quality defects with Novartis marketed product within 24 hours of becoming aware of the event to the responsible person, follow up on amendments and contracts, handle Phone calls & faxes; international & domestic, deal with clients’ questions & explaining the nature of the company's field, schedule the clients' meetings and conference room bookings, write official letters and correspondences to the MOH, supervise every incident related to any of the departments’ working crew, receiving important guests and clients as a representative for the CSO & the Vice President, handle meetings, flights & hotel reservations for the CSO & the Vice President, the guests & both departments’ crew, typing, copying, scanning & translating documents from English to Arabic and vice versa, monitor kitchen and stationary supplies, maintain work flow process between departments, perform the on-boarding of new hires, E-shop, AMAC CMS (SAP Systems) & IGM Super User & trainer for Medical & Market Access Teams, monitor & manage the distribution of both teams on their cost centers & budgets & also Create I.O. on different cost centers for brand budget monitor.
The job includes:
Handling the reception jobs; receiving guests and clients as a front office, managing the Attendees daily log system, handling Phone calls; international & domestic, handling faxes; incoming & outgoing, dealing with clients' questions & explaining the nature of the agency's field, scheduling the clients' meetings and conference room bookings, writing TV and radio ads. and scripts, translating any documents that need translation from English to Arabic and vice versa, supervising every incident related to any of the company's working crew, receiving important guests and clients as a representative for the office, receiving bills & following them up with the company accountant, handling flights & hotel reservations for the guests & the company crew, typing, copying and scanning documents, monitoring kitchen and stationary supplies & also maintaining and supervising office cleanliness.
- Performing Customer Care service and handling the owner's office.
- Performing Customers' follow up calls & handling Customers complains.
- Handling car jobs & data entry.
- Managing the owner's office.
- Scheduling the clients' meetings.
- Receiving bills & following them up with the company accountant.
- Responsible for all the financial, administrative and customer service work.
- Financial and company petty cash responsible.
- Creating a monthly report for the company expenses, receiving bills & following them up with the company accountant.
- Administration of scheduled and ongoing courses.
- Handling HR affairs.
- Handling Customer Care Service.
- Monitoring kitchen and stationary supplies.
HR Generalist Certificate Accredited from HRCI which includes the following workshops: HR Strategic Planning Manpower Planning Strategies for Recruitment & Selection Training & Development Performance Management Career Path & Succession Planning Compensation & Benefits: - Salary Structure - Benefits / References & Trends in Employee Recognition and Motivation Driving Business Results with Talent Management HR Policies and Procedures Employee Relations & Regulations Additional Workshop Basic Finance for HR Professional HR Generalist Certificate Final Graduation Project: Creating & Implementing an Integrated HR System: Final Project (dissertation): December 26th, 2016 Grade: Excellent
