Office Manager
Absolute Pools International LLC
مجموع سنوات الخبرة :23 years, 5 أشهر
• Managing and maintaining office operations and administrative tasks such as scheduling appointments, organizing meetings, and coordinating travel arrangements. - Responding to customer inquiries, resolved issues and complaints, and developed customer relations.
• Managing and sorted incoming mail, email, and phone calls, and distributing accordingly.
• Maintaining an organized and accurate computerized and Physical filing system.
• Responsible for coordinating office operations and procedure in order to ensure company effectiveness and efficiency, look after diaries of heads of company and giving tasks to individual staff.
• Assisting Director of company for his daily diary, booking appointments, presentation, Daily and Weekly reports, his travel and Hoteling arrangements
• Assisting in preparing Purchase Orders, Delivery Notes, Quotations, Invoices.
• Managing Main office activities, office maintenance, Office electricity, water supply, and technical maintenance work.
• Developing & implementing recruitment and screening systems and procedures to attract qualified candidates for vacancies.
• Coordinating with colleagues and ensuring all the new hires have a very positive and welcoming experience such as travel, on-boarding, housing, and orientation.
• Developed and implemented comprehensive human resources policies and procedures in compliance with applicable federal and state laws.
• Enhanced team workflows and employee job satisfaction by coordinating communication between managers and employees.
• Maintaining all other HR functions such as payroll, insurance, filing and administration, tickets, employee welfare etc.
• Maintaining to have healthy and diversified talent database.
• Coordinating with colleagues and ensure all new hires have very positive and welcoming experience such as travel, on-boarding, housing and orientation.
• Look after company IT requirements, backups of data from main server, configuring Pc and laptops to network. Email configuration and server setup. Installation of application and software on pc, laptop, mobiles. Configuration of Printers and scanners.
• Managing, Selecting, Record keeping and Ordering in a fixed budget for office supplies, such as equipment, stationary, furniture, appliances, pantry items, electronics devices, Laptops, Computers, Mobiles, Computer software's, and computer accessories.
• Planning, organizing, and facilitating regular office meeting, birthday wishes and other occasionally events.
• Managing office cleaning by calling regularly cleaning companies, sanitization of office, ensuring all office equipment's, furniture are clean and in working order.
• Ensured that all travel requirements (invitation letters, visas, tickets & hotels) of Company management, staff are completed and all other obligations for visitors are observed and prepared. Facilitated travel for emergency deployments of staff & workers.
• Maintaining Arrange Documentation & managed records, To ensure keeping up to date by-laws, regulations, rules of the Country, keeping Renewal dates and expiry Dates of Trade License, Company Vehicle Registration, staff and labor visa, Emirates ID, Labor card, Head office, Staff-Labor Accommodations, Warehouse tenancy contracts, Accounts with Municipality, Trakhees and DDA.
• Taking Swimming Pools Approvals for Retail Clients from Dubai Municipality, Emaar, Nakheel, Trakhees, Dubai Properties, DDA.
Achievements:
• Successfully streamlined administrative processes, saving 10 hours per week by implementing new communication channels for scheduling appointments and responding to customer inquiries.
• Check list for each Community (for the Approvals process) so easily go through the check system for required documents, online approvals process step by step monitoring. And execution of manufacturing and installation process.
• Restructuring the office filing system, reducing duplication of records by 50% and providing a more efficient search process.
• Generated new sales leads to achieve and exceed monthly sales goals.
• Increased sales with execution of full sales cycle processing from initial lead processing through conversion and closing.
• Attended monthly sales meetings and quarterly sales training.
• Prepared merchandise for sales floor by pricing or tagging.
• Set and achieved company defined sales goals. Negotiated prices, terms of sales and service agreements.
• Coordinating with our Sales Team UAE & Oman, in the field. Giving them full Back up from the Office regarding stocks, contacts, locations, and requests.
• Sending enquiry to our suppliers locally and Internationally, Where Local Suppliers for GRP Swimming pool, Spa, Cushions Stitching, Fabrics, Marble Tops, Furniture Suppliers, Printing, Logos, Umbrellas, and internationally Suppliers for our AWW, Teak, Aluminium, Acrylic, GRP Furniture, Cushions and Mattresses, Umbrellas, in Indonesia, Vietnam, China, Hong Kong, USA, Malaysia, for pricing.
• Preparing Costing Sheets and Quotations for inquiries we receive about Furniture and Swimming pool. Preparing Costing Sheets, Quotations for Variations in project.
• Preparing invoices to client for partial payment as agreed in contract.
• Weekly, Monthly, Yearly Sales Report to our Management with Complete sales from our sales team.
• Handing over complete files of client including Quotation, Correspondence of client, Cost model, Quotation form supplier, handover sheet, and other basic information to operation Team.
• Follow and Coordination with our operation Team for Follow up of Deliveries.
• Telephonic and Email Correspondence with Clients for their enquiries.
• Update our Stock List. Arranging Samples for our clients scheduling with Operation In charge for sending it our clients here in UAE, MENA and Oman Region.
• Update our Contact List of Clients, Hotels, Operating Companies, Buying Companies, Restaurant and Cafes, Private Clients, Etc.
• Responsible for walk-in Sales, selling furniture inside Warehouse and Dealing with Private Clients, Following Private clients.
• Organizing our Warehouse Grand Sales, (Permission from Municipality, organize our furniture for sales, Tagging, Printing stuff for sales, assigning Duties, Selecting Furniture for sales. Have organized 5 Successful Warehouse Sales) Mailing Campaign, Social Media Campaign for our Marketing Purpose.
• Handles incoming calls or inquiries from customers or clients. Assists effectively by solving customer disputes. Tactfully handles confrontational or stressful interactions with Clients, Complete solutions, and feedback for their enquiries from start of their final Handover.
• Fostered lasting relationships with customers through effective communication and quick response, resulting in long-term loyalty and expanded client base.
Ensured that all travel requirements (invitation letters, visas, tickets
& hotels) of Company management, staff are completed and all
other obligations for visitors are observed and prepared. Facilitated
travel for emergency deployments of staff & employees.
• Maintained relationships and developed networks with relevant
partners, including airlines, agencies, and hotels. When appropriate,
contacting embassies and representations on relevant visa issues.
• Maintained Arrange Documentation & managed records, To ensure
keeping up to date by-laws, regulations, rules of the Country,
Renewal of Trade License, Chamber of commerce, Company Vehicle
Registration Renewal, staff and labour visa, Emirates ID, Labour card
Renewal, Head office, Staff and Labour Accommodations contract
renewal, Site Building Permits, Dewa Telephone NOCs, renewal,
Accounts with Municipality, Civil Defence, renewal, and other all
legal issues updates.
• I was managing the procurement requirements (office furniture,
equipment, pantry, items, vehicles, etc.).
• I was arranging labour accommodation & workers’ canteen
requirements to meet company standards & local govt regulations.
• I was responsible for preparing Daily and Weekly reports and QA,
QC forms for Material Submittals, shop drawings, drawings
approval, request forms for inspection on site from site to the
Consultant and client. Arrange block file for municipality.
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