Office Manager
Bupa Global - United Arab Emirates
Total years of experience :12 years, 4 Months
▪ Administrative support to the UAE Country Head:
o Supporting the Country Head to prioritise workloads and diary commitments organizing and maintaining
an extremely active and complex calendar of appointments
o Carrying out meeting related activities such as take actions, issue minutes and follow up actions with
responsible person within agreed timescale
o Organise documentation for meetings/teleconferences including agendas, minute preparation and
distribution. To draft routine correspondence, type documentation including the use of competent
computer skills to produce letters, reports, presentations and other documentation as required
o Preparation of packs in readiness for meetings, drafting presentations, preparing reports and
documentation etc
2
o Travel arrangements /expenses. To screen incoming calls, gauging their importance and whenever
appropriate dealing with enquiries with tact and diplomacy
▪ Office Co-ordination:
o Organising the security arrangements of the premises and ensuring that staff are aware of the
procedures on security and the use of alarm systems, that there is an appropriate system of key holding
management, that periodic reviews off site security are conducted and that appropriate progress is
followed through.
o Issuing and monitoring the use of security access cards and keys
o Ensuring the standards of cleanliness are high, and that the cleaning contract is value for money.
o Drawing up the maintenance schedules and seting routine programmes of work for cleaning staff,
premises and grounds maintenance staff to ensure consistently high standards of hygiene, cleanliness,
upkeep and safety of both the premises.
o Ensuring that all statutory elements of health and safety are implied and undertaking responsibility for
monitoring first aid and emergency supplies and equipment and maintaining the premises in a safe and
healthy condition and to a high standard as instructed by the UK Health and safety Manager as required
o In co-operation with the Fire Service, responsible for the installation and maintenance of all firefighting
and fire alarm systems. Ensuring the maintenance and periodic checking of fire and other safety
equipment by specialist contractor.
o Responsible for the ordering office supplies and monitoring budgets and keeping stock records of all
equipment and tools within my responsibility.
o Organising company events or conferences, ordering stationery and furniture supervising and monitoring
the work of housekeeping and administrative staff
o Liaising with staff, suppliers and clients
▪ HR administrative support
o Assisting with the creation of employment documents
o Assisting with the administration and organisation for starters and leavers
o Updating policy documents under the guidance of the HR Consultant
o Assisting with Visa administration under the guidance of the HR Consultant
o Supporting with employee queries
o Co-ordinating of all employment administration
o Organizing and maintaining an extremely active and complex calendar of appointments for COO and
Legal Counsel
o Screening telephone calls, emails, enquiries and requests, and handling them when appropriate
o Arrange elaborate and detailed travel plans, itineraries, agendas and compiling documents for travelrelated meetings for BODs, COO, VPs and Legal Counsel
o Generating reports and presentations, draft, edit and proof-read correspondence, letters to a
meticulously high standard with appropriate research as required before the final approval
o Liaising with clients, suppliers, advisors, shareholders, Board members and inter-department
o Handling expenses, purchase orders for COO and Legal Counsel
o Complete work assignments by establishing objectives, determining priorities, managing time,
monitoring progress, follow-ups, problem-solving and making adjustments to plans
o Support the Operations, Projects and Legal Department as necessary
o Assist Legal company secretary with organizing, preparing agendas for board meetings and annual
general meetings (AGMs)
o Support the Company Secretary & General Counsel for ensuring that the company complies with
standard financial and legal practice and maintains standards of corporate governance
o Interact with internal staff and external business associates discreetly and diplomatically.
3
o Maintaining the current filing and database system and looking for ways to improve existing systems
o Provided support to the senior management with meetings including scheduling, booking meeting rooms
and arranging internal and external events for Chairman and Vice-chairman
o Organizing meetings and booking meeting rooms
o Handling correspondence directed to managers
o Making travel arrangements and detailed travel itineraries
o Manage incoming email, post, expenses, purchase orders, office rental, water and electricity bills,
transportation, multiple lined telephones, printers, photocopy machines, communication and other daily
matters.
o Collect and review the tax invoices and process reimbursement locally.
o Manage the individual petty cash fund, the official driver and the company's mail and courier
o Support the Operations and FMCG divisions as and when necessary
o Liaised with the HR Department for staff information, IT department for new joiners' requirements, talent
department to arrange orientation and inductions for new employees. Coordinated with interdepartments for meetings, interviews, travels, requests from employees and with HR for the hiring
process
o Planned space allocations, layouts, floor moves and supervising building maintenance
o Supported the administrative projects by identifying and implementing new technology and resources,
redesigning systems, recommending re-deployment of designated resources.
o Interact with internal staff and external business associates discreetly and diplomatically.
o Maintaining the current filing and database system and looking for ways to improve existing systems
o Daily cold calls to generate leads, answered and managed incoming and outgoing calls, emails, faxes to
filter, distribute and handle appropriately to the respective person
o Created daily and weekly leads & follow up with leads and clients.
o Act as a liaison between clients and agents. Managed sales and leasing contracts to close process in
CRM
o Compiled and distribute weekly/monthly reports to clients
o Day-to-day office operation (answered the telephone, take messages, scheduling appointments,
preparing invoice/ receipts, documents and correspondence, mailing newsletters and maintaining
electronic and paper filing systems)
o Assisted senior recruiting staff with career fairs and recruiting events and compiled company information
and related material and distributed it to a candidate
o Handled and followed up on renewals of DPS (Department of Protective Systems) monitoring and
maintenance
o Conducted site visit and follow-up site status with the Engineering Department and prepare job orders,
Sales orders, issue LPO, invoicing and follow up on payments for clients using ERP and CMS system
Bachelor in Hotel Management and Catering Technology