Office Manager
Ferrostaal Equipment Solutions FZE
Total years of experience :15 years, 8 Months
Admin Responsibilities
o Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
o Responsible for the smooth running of the office, taking notes on what can be improved and advising the MD with regard to strategy.
o Organizes the office layout and maintains supplies of stationery and equipment.
o Handles all business correspondence, ensuring that all emails are read and necessary actions has been made before end of the day.
o Manages the office which includes HR, visas, legal, trade licenses, following up on documents, facilities management and maintaining the database.
HR Responsibilities
o Plan and implement HR policies and procedures.
o Administers HR process like visa application.
o Manages recruitment process.
o Develop, administer and evaluate applicant tests.
o Maintains all employees HR files, ensuring all files are up to date.
o Process final settlement calculation after the completing releasing process by concerned to ensure the timely completion for payment procedure.
o Process and handles all DSO related matter.
Accounting Responsibilities
o Prepare and review budgets, revenues, expenses, invoices and other accounting documents.
o Handles fixed assets management.
o Establish, maintain and coordinate the implementation of accounting and accounting control procedures.
o Reviews all invoices for appropriate documentation and approval prior to payment.
o Manages the whole accounting of the company.
o Control and reconcile petty cash funds.
o Handle closing of books on monthly/yearly basis.
o Reconciles supplier and customers’ statements on a monthly basis.
o Liaises with the bank for all bank related matter.
o Implement and maintain internal and external financial controls and procedures, Review and process expense reports
o Prepares and analyze bank statement, ensuring that the company has enough cash to cover the operation.
o Ensure compliance with state regulatory requirements, financial and audit procedure.
• Supervisory responsibility for the Operational Procurement team
o Manages the allocation of duties to team members to ensure that all deadlines are met in accordance with agreed service levels.
o Directs all procurement activities in accordance to all financial policies and rules.
o Maintains purchasing information, files and records (e.g. Requests for Proposal, RFQ, purchase orders, vendor files, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines.
• Provides procurement support for all areas of the company and specific allocated budget/commodity areas. This includes:
o undertaking mini competitions using existing frameworks
o conducting low value tenders and requests for quotation taking into account whole life costing, sustainability and ethical purchasing
o category management
o contract managing existing frameworks including account management
o promote good procurement practice supporting requesters in allocated budget areas
o identify and deliver efficiency savings and improved contractual arrangements
• Supervises purchase order activity:
o Study market’s demand and develops organization’s purchasing strategy.
o Check validity of requests to purchase, obtaining any additional necessary paperwork and manage any noncompliance requests
o Act as liaison between General Manager and the Operational team.
o Monitors incoming shipments.
o Manage the GRN process to ensure prompt action and resolution in conjunction with the Procurement Systems Administrator
o Liaise with Accounts Payable to resolve supplier payment issues.
o Handle complaints.
o Inspects goods received for damages, defects and/or counterfeited items.
o Provide status reports to the General Manager.
• Handles inventory management:
o Plan, organize, direct, manage and evaluate the inventory management activities and budget of an organization
o Direct and manage corporate governance and regulatory compliance procedures related to inventory management operations
o Monitor inventory levels and inventory movement using manual or computerized inventory systems.
o Responsible for physical inventory control, keeping stock control systems up to date and ensuring inventory accuracy.
• Monitors and supervises the activities of logistic team which includes but not limited to:
o Establish and manage relations with warehouses, freight forwarders, sales force, vendors and customers.
o Analyze and log purchase orders commensurate to existing stock availability and reduce shipping cost.
o Oversee and monitor availability of stock to reduce shortages.
o Negotiate and support logistics costs meant for 3rd party logistics providers assisting yearly budget goals.
o Support simplification and standardization of processes to accelerate logistics and enhance efficiencies.
o Identify enhancement opportunities and suggest solutions for improvement to top management.
• Handles full cycle of ERP implementation which includes but not limited to the below activities:
o Prepares project plan.
o Prepares process flow chart and hierarchy of authority.
o Prepares user manual related to purchase, sales inventory and warehouse management.
o Guides and trains staff for operational process and procedures.
o Develops material coding logic.
o Develops customization logic related to purchase, inventory, sales and warehouse modules.
o Handles business correspondence related with system implementation.
• Monitors revolving cash fund.
• Liaise with the Government relations department with regards to municipality permits, product certification and other government requirements.
• Handles and monitors tenancy contract, vehicle insurance and Company’s trade license.
• Handles sister companies’ operational transactions and finalization of accounts.
• Ad hoc duties as required covering the day to day operations in the absence of the General Manager
Preparation and Analysis of Financial Statement
Set-up of Accounting Systems and procedures including internal control
Preparation of reports and payment of taxes to Bureau of Internal Revenue.
Preparation of reports and payments of premiums to Social Security System, Philippine Insurance and Health Corporation, Pag-Ibig Fund.
Prepares bank reconciliation.
Prepares monthly, quarterly and yearly financial statement and supporting schedules.
Prepares payroll.
Facilitates completion of all government requirement for the company.
Creates control procedures involving cash and other assets of the company.
Encode/prepares reports schedules, business letter and other written communications.
Supervises month-end inventory counting.
Monitors and handles inventory.
Records / post transactions / accounts/ in the accounting books.
Prepares checks for all disbursements.
Supervises the Administrative Assistant, Senior Cashiers and on-the-job trainees.
Performs other duties as maybe assigned.