Office Manager
Binhendi Enterprises
Total years of experience :9 years, 2 Months
- Reporting directly to the President, CEO and Chairman of the Board
- In-charge of handling the President’s Office email communications, meetings, calendar, travel arrangements, along with personal matters
- Attend daily meetings required by the President to discuss internal issues with various Division Heads and ensure that any action required are done and completed on time
- Evaluate and assess risks associated with current and new businesses together with the Board
- Ensure that any document that comes to the President’s Office are proper, with all supporting documents and as per the DOA and processes designed by McKinsey.
- Work closely with the Division Heads to ensure the case for change is clear and that changes are cascaded down through their divisions
- Surface any issues that arise and work with the relevant individuals to de-bottle these and report to the President for the progress.
- Ensure that the processes and procedures of McKinsey are strictly implemented and followed by all relevant departments.
- Review approvals required on SAP and release such approvals on behalf of the President
- Generate necessary reports from SAP to help analyze the business such as MIS, P&L, Inventory, Sales reports etc. whenever required and monitor the performance of the Retail & F&B divisions against budgets and update the President for any red flags.
- Review and summarize important points with regards to any legal documents such as Lease, Franchise, LOI, fit-out contracts and any other document with legal implications.
- In-charge of Alpha Properties managing 3 employees for rentals, maintenance and upkeep of the properties, procurement of materials, lease renewals and other leasing related issues
- Liaise with the Project and Properties team to ensure that projects are completed on time and on budget to avoid heavy penalties levied by the malls/landlords.
- Attend interviews with the President and the Board for top management positions and discuss and approve the application of the candidates
- Prepare minutes of the meetings whenever required
- Perform other tasks as required by the President
- Assist the President in day to day operational issues
- Part of the weekly Projects’ Committee Meeting and Division-wise meetings. Follow up with relevant people with regards to issues discussed and require action and ensure that the work is completed and closed.
- Monitor and review the progress of Projects and liaise with the Project Manager to ensure that all projects are completed on time and on budget
- Attend site meetings to assess progress of the project and update the President for the same.
- Liaise with Baituti Interiors (in-house fit-out company) for all issues related to the project
- Meet weekly with the Management team of Baituti Interiors to discuss operational and commercial issues and report to the President whenever a decision needs to be taken
- Review all documents for the President’s approval and ensure that they are proper and as per the policies and procedures of the company
- Attend weekly meetings with the Division heads and the Board and prepare and circulate the minutes of the meeting.
- Ensure that all points discussed in the weekly management meetings are actioned by the relevant individual and report the progress to the President.
- Perform other tasks whenever required.
- Reporting to the COO and VP of Retail Fashion Division
- Manage the busy calendar of the COO/VP as well as day to day running of the office-faxes, memos and communication to all the Retail Fashion stores.
- Handling the daily activities of the COO which includes phone calls, meetings and appointments as well as preparing correspondence on his behalf.
- Review and summarize miscellaneous reports and documents for the COO's approval.
- Liaise with all Department Heads for meetings/reports as required by the COO.
- Organize and arrange tickets, hotels, travel appointments etc. for COO and VP business trips
- Prepare minutes of the meetings, reports and memos as instructed by the COO/VP.
- Communicate relevant information to other Department Heads.
- Responsible for all administration work with regards to the Retail Fashion head office-travel appointments (buying season), correspondence, stationery requisitions, maintenance requisitions etc.
- Keep track of daily/weekly/monthly reports (Store Reports, Budget Review, Monthly Targets, Daily Sales etc.) and monitor staff rotas, as well as maintaining staff records
- Prepare and coordinate all HR-Admin service requests such as annual leave, emergency leave, sick leave, salary certificate etc.
- Ensure that suitable records of work undertaken are kept in compliance with the companies’ internal procedures.
- Communicates daily to the head of departments and brand managers to ensure that they get informed of all communications for running the business.
- Coordinate appointment/meetings with other department heads/brand managers and staff
- Arrange trainings for new/old staffs such as POS training, selling skills, customer service etc.
- Monitoring and keeping records of staffs on probation, monthly employee evaluations as well as coordinating issuance of confirmation/promotion/increment letters and others.
- Handles all external and internal correspondence to the General Manager including email, memos, letters and fax management, telephone screening and organization of filing systems.
- Arrange travel documents, flight bookings and reservations.
- Scheduling all meetings and supporting the General Manager in maintaining the schedule, making sure he is briefed on the agenda.
- Prepare quotations and submittals to clients on behalf of the General Manager.
- Follow up with customers on the quotations, ensuring prompt deliveries and manage all queries regarding pricing, delivery schedule and stock availability.
- Registering internal and external documents.
- Provide other office support to the accounts and purchasing department such as preparation of invoices and purchase orders.
- Acts as a reliever for the accounts, purchasing and executive secretary position during their holidays.
I was a government scholar and a member of the Marketing Society