Office Manager
Golden Beam Real Estate
Total years of experience :25 years, 10 Months
May 2020 - March 2021 Golden Beam Real Estate
Office Manager
Job Responsibilities
Manage Office Administration & Reception
Attend all Calls/Inquiries and forward information to the concerned team member/agent.
Prepare A2A, Form I for signatures from both parties
Post advertisement on Bayut/Dubizzle portals after acquiring Trakheesi permit for posting the
advertisement. Liaise with property owners and landlords for copy of title deed and NOC letter
Prepare Ejair contract online for the new tenants and for renewal from existing tenants.
Liaise with the tenants and the landlord’s office for tenants’ grievances and maintenance.
Follow up with tenants to update expired copies of the Emirates IDs, passport and Visa.
Maintain the statement for each building for rented and vacant apartments.
Follow up for DEWA connect papers for new tenants and disconnection final bill prior to the
cancellation of the online Ejari Certificate.
Send renewal notices to the tenants at least 2 months prior to the expiry
Issue receipt for the rent PDC collected on behalf of the landlord.
Ensured all paper works are delegated, filed and maintained.
Maintain daily petty expenses and collect relevant bills and receipts for each transaction
Maintain monthly report of all the income generated through commission and brokerage fees.
File VAT quarterly.
Order required stationeries, groceries and consumables monthly
Ensure monthly advertisement fees, telephone, empower and DEWA bills are paid on time.
Ensure to renew the Trakheesi permits every quarter
September 2019 - April 2020 HHS lawyers & Advocates & Farahat Office & Co
Administration Secretary & Quality Assurance
Assistant
Job Responsibilities
Manage Office Administration & Reception in conjunction with other 3 admin/receptionists
Organise diary of appointments, meetings and travel arrangements for the Senior Partner
Attend all Customers’ Calls / Inquiries and forward information to the concerned team
member.
Update Follow up trackers as well as CRM. Data input in Salesforce Software.
Send documents, reports et cetera to client’s through local and international couriers after task
execution
Liaise with Finance Department regarding information and paper flow concerning billing
request, task execution request, petty cash et cetera.
Daily sales follow up with the inquires as per the SOP set for each product or services
Coordinate with existing clients for any grievances, concerns with regards to the auditors
visiting the for task execution.Page 2 of 4
Ensured all paper works are delegated, filed and maintained as per ISO regulations.
Drive staff to clients’ office to audit task in the absence or shortage of drivers
Coordinate with the legal translators for translation of legal document for litigation
Visit Ministry of Justice and Ministry of Foreign Affairs for document attestations
Assist clients with Public Notary services
Dec 2017 - Sept 2019 Veracity World General Trading LLC
Office Manager
Job Responsibilities
Promoted/Marketed Bessey Tools. Prepared costing and replied to inquiry for potential sales.
Received calls, attend walk in inquires, prepare invoice.
Coordinated with vendors and supplier for product availabilities and shipping.
Supervised the smooth functioning of the office administration.
Coordinated maintenance of office equipment if required.
Maintained track of attendance and punctuality of all the team members.
Procured stationeries and groceries.
Maintained petty cash expenditure.
Updated daily income and expense in Zoho accounts software
Jan 2015 - Mar 2017 French Department Stores LLC, Galeries Lafayette
Personal Assistant to the Head of Projects Department
& Projects Secretary
Job Responsibilities
Maintained track & records of all meetings & appointments for the projects & architectural team.
Maintained all meeting minutes attended by the HOD. Remind in advance the next meeting to
be attended and forward relevant minutes of the previous meetings.
Arranged Travel arrangements for the HOD.
Screened all calls on behalf of the HOD and forward relevant/appropriate and important
messages to him.
Maintained project directories of the consultants and contractors involved in the project.
Supervised the smooth functioning of the office administration. .
Ensured servicing and maintenance of all office equipment regularly.
Maintained track of attendance and punctuality of all the team members.
Maintained track & stock of all the stationeries and groceries procured. Re-order regularly.
Co-ordinated with various departments viz. HR, IT, Accounts, Procurement, Operations,
Housekeeping etc. for related tasks on Projects Department.
Management Office & Office Manager
Job Responsibilities
Managed the diary and calendar of Head of International (HOI).
Organised Conference / Meeting.
Screened calls on behalf of the Head of International (HOI) and forward relevant/ appropriate
and important messages to the HOI.
Received all mails, faxes, emails and couriers on behalf of the Management Office and
forwarded them to the concerned Head of Department (HOD).
Maintained track of travel, attendance and punctuality of all management staff.
Maintained track & stock of all the stationeries and groceries procured.
Kept track of all appointments, meetings and travel schedule for the HOI
Coordinated travel & hotel arrangements through the authorized travel agents for the HOI
Liaised with IT Manager to ensure full IT capability.
Liaised with contractors to ensure maintenance of office equipment and premises.
Liaised with HR Manager to coordinate and follow-up employee leave.
Coordinated with various department heads viz. HR, IT, Finance, General Services
International, Bank Operations, Corporate, Risk, Treasury, FI, etc. for any tasks on behalf of
HOI.
to the Vice President, Development
and Construction & Projects Secretary
Job Responsibilities
Maintained track and records of all meetings & appointments for the entire projects &
architectural team.
Maintained all meeting minutes attended by the Vice President-Development & Construction.
Remind in advance the next meeting to be attended and forward relevant minutes of the
previous meetings.
Arranged travel arrangements for the Vice President.
Screened all calls on behalf of the Vice President-Development & Construction and forward
relevant/appropriate and important messages to her.
Maintained project directories of the consultants and contractors involved in the project.
Supervised the smooth functioning of the Document Control team. Supervise the e-filing of all
important emails, faxes, and letters & simultaneously maintain hard filing of documents.
Ensured servicing and maintenance of all office equipment regularly.
Maintained track of attendance and punctuality of all the team members.
Maintained track & stock of all the stationeries and groceries procured. Re-order regularly.
Co-ordinated with various departments viz. HR, IT, Accounts, Procurement, Operations,
Housekeeping etc. for related tasks on behalf of VP and for the Projects Team Members.
Job Responsibilities
Managed office administration, co-ordination and general supervision of the Logistic team.
Organised diary calendar of appointments and meetings for the assistant CFO
Received all mails, faxes, couriers for the department and forward them to the concerned
personnel
Ensured all consignments are insured to cover damage in transit.
Acquired detailed analysis of each shipment arrived and expected to arrive by land, sea & air
by coordinating with respective carrier company/freight forwarding agents.
Tracked all shipment arriving via land, sea & air; forecasted and delegated clearance &
delivery on routine basis.
Communicated with bank for consignment arriving on Letter of Credit. (L.C. Shipments)
Liaise with warehouse team and the transporters for shipment clearance and delivery.
Followed up with warehouse in-charge for Goods Received Memo for each consignment
arrived.
Any damage reported intimated insurance company and co-ordinate for claim.
Any discrepancy reported in goods received memo, notified the supplier and related
correspondence with them.
Forwarded completed consignee files to the accounts department for system input, thereafter
submitted completed files to the CFO for costing and closing of the consignment.
Managed Office Administration for the Division
Organised diary of appointments, meetings and travel arrangements for the Division Manager
Attended all Customers’ Calls / Inquiries and forward information to the concerned team
member.
Logged incoming call details, raise complaint logs, and raise inquiry sheets, type quotations,
business letters and inter-division/department correspondence.
Received all mails, faxes, emails and couriers on behalf of the division and forward to
concerned personnel. Ensure and maintain backup copies for the division.
Liaised with PRO and Finance Department regarding information and paper flow concerning
the division.
Submitted monthly report to Marketing Department that manifest the details of quotations
submitted to client. Prepare weekly presentation for the Division Manager
Prepared and submit petty cash statements on behalf of the division to reimburse cash.
Ensured all paper works are delegated, filed and maintained as per ISO regulations.
Submitted information to Finance department regarding new projects gain, amendment on
existing projects, and termination of any projects etc. on monthly basis.
Forwarded detailed summary sheets for one-time job carried for more than 2 days to accounts
department for invoicing purpose.
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Recorded minutes of all division meeting held from time to time.
Prepared log and maintain contracts and agreement for the division.
Receptionist
Job Responsibilities
Organised diary of appointments, meetings and travel arrangements for the G.M.
Office administration and managed reception.
Attended all Calls and forward message to the concerned team member.
Logged incoming calls, type quotations, letters and inter-department correspondence.
Received all mails, faxes, emails and couriers on behalf of the Company and forwarded
them to the concerned manager/staff.
Filed and maintain backup copies of all business correspondences.
Assisted Company Accountant with the data entering in the account software.
Ordered and maintained office grocery and stationery.
Maintained petty cash expenditure.
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