Office Manager / HR Administrator
Trriple Payments LLC
Total years of experience :21 years, 11 Months
Office Management
Responsible for the upkeep of the office by managing Office Boy for
cleanliness and utilizing the office Driver for logistics.
Responsible with any HR related task ( Hiring, Desk allocation, Coordinating with IT for new staff finger access and email) Familiarize new staff with office & co-workers.
Process Visa, Medical Insurance, Flights and Expenses for Employees & Management.
Responsible & assist with PRO related task (Application and Renewal of Trade License, Office Tenancy contract, Establishment card, Company PO Box, Etisalat & DU company phones.
Preparing Correspondence, Sending Memos, Announcements for holidays, etc.
Arranging Conference, Company events, Hotels & Restaurants for management
Handles Petty cash, Prepare vouchers, Cheque, Prepare reports and assist with Accounts Department.
Raising Contracts for Investors, Updating Clients / Employees details and maintaining confidentiality at all times
Filling Corporate/Legal documents, Bills, Invoices and providing it to accounting department as required
Managing, scheduling meetings and send invites for Senior Management
Processing Visa, Expenses and Timesheet
Handling Petty cash and preparing vouchers (Petty cash & IOU vouchers
Receiving Invoices, Preparing Wire Transfer, Preparing Cheques / Manager’s Cheque / LC
Prepares required LPO for flights, hotel, event booking and office requirement from Marketing and IT department
Scheduling employees Annual Leave / Prepares MEMO and Booking their respective Flights
Updating internal staff contact details
Arranging Flights, Hotels, Conference, Company Events & Restaurants
Processing Visa, Expenses and Timesheet
Handling Petty cash and preparing vouchers (Petty cash & IOU vouchers
Receiving Invoices, Preparing Wire Transfer, Preparing Cheques / Manager’s Cheque / LC
Prepares required LPO for flights, hotel, event booking and office requirement from Marketing and IT department
Scheduling employees Annual Leave / Prepares MEMO and Booking their respective Flights
Updating internal staff contact details
Arranging Flights, Hotels, Conference, Company Events & Restaurants
ADHOC: HR On boarding for New Staff (Request IT to provide ID and Email access to the new staff, Request Desk allocation, Send Welcome Pack, Send staff announcements, Familiarize new staff with office and co-workers)
Administrative work assistance to the Managers
Enforcing Safety requirement prior sending visitors to Plant area
Monitoring emails (Open, sort and answer correspondence)
Preparation of daily reports & follow up for the missing pass
Answer phones calls, routing them to the concerned parties / finding out the nature of their inquiry, Prepare Conference calls (switchboard)
Filing Documents/Reports and maintaining confidentiality at all times
Updating Client’s & Internal Staff Contact details
Process Expenses and Timesheet entry
Prepares Renewal Passport Letter, 2nd Passport Letter, Seaman’s card Letter, Service Award Letter required for offshore personnel
Prepares required HR forms such as New hire, Resignation, Transfers, Change of currency paid, Change of Pay group, Activation of pay group
Scheduling & calculate remaining Employees Leave & prepares Memo
Monitor / Schedule / Un-schedule Sick Offshore Personnel in Encompass (software) knowing their entitlement and prepares monthly report to be submitted to the Management
Sending Welcome Pack (Guidelines/Memo’s) to the New Hires
Maintaining Certification and Personnel documents up to date
Request Employees Gmail ID / Oceanet / Peoplesoft (Oracle) maintenance (raising IT helpdesk ticket via Peoplesoft)
Updating CV’s in our company format to be sent to the client
Sending Weekly email such as Vacancies, Duty manager, Transit of systems, Out of office, Whereabouts
(Adhoc)
Booking Medical and Offshore Training (Survival) required for offshore personnel
Arranging Flights, Hotels, Conference, Events & Restaurants
Conference room booking
Sending Flowers to offshore personnel working during Christmas & New year - to be sent to their love ones as a token from the company
Handling correspondence
Administrative work and assistance to the Managing Partner, Partners, Directors, Managers & Auditors
Prepare daily and weekly attendance reports for HR
Sick leave form collection
Answer phones calls, routing them to the concerned parties / finding out the nature of their inquiry
Prepare Conference calls (International and Local/Transferring of calls to mobile
Booking appointments for the Managing Partner, Partner, Directors and Auditors
Prepare Invoices and Couriers (ARAMEX/DHL)
Prepare Cheque collection and delivery
Ordering and Distribution of office supplies to company staff
Responsible for mails, letters, faxes, personal mails and other documents
Filing Documents and maintaining confidentiality at all times
Answering phone calls, routing them to the concerned parties
Responsible for Conference room, Flights, and Hotel bookings
Online encoding GTS, INTERPLAN for Fox & Columbia Pictures
Receive daily reports from cinemas and prepares sales report summary per movie by territory on each location
Secretarial work and assistance to the operations manager & to the managing director including handling all correspondence and coordinating meetings
Ordering and distribution of office supplies to company staff
Responsible in operating Fax/Copier Machine/Scanner
Receiving and distributing all mails (letters, faxes, personal mails and other documents)
Filling Documents and maintaining confidentiality at all times
Preparing Invoices and Couriers (ARAMEX / DHL)
Answering phone calls, routing them to the concerned parties
Manage and prepare statements of expenses for the CEO
Ensure timely settlement of bills and payments
Handling Petty Cash, Preparing Vouchers and Cheques
Prepares and Distribute employee’s salaries
Preparing P.O., Invoice and enters them in the system
Handles incoming/ outgoing mail, faxes, letters and forward to appropriate personnel
Maintain CEOs diary, meeting schedule and travel arrangements
Responsible for preparing all purchases needed inside the office
Filling Documents and maintaining confidentiality at all times
Assisting Clients / Visitors (Handling reception duties)
Answering phone calls (find out the nature of their inquiry)
Responsible for mails, letters, faxes, personal mails and other documents
Responsible for preparing all purchases needed inside the office
Notes all the meetings in an accurate manner
Assisting Clients / Visitors
Filling Documents and maintaining confidentiality at all times
Providing assistance to the manager in day to day activities
Encoding and Lay outing / Preparing Business Correspondence
Answering phone calls
Provide assistance with Teachers/Visitors/ Children inside the Library
Filling, Encoding and Preparing DDC (category of book)
Record/Stamp library cards for incoming/outgoing books from the Library
Answering phone calls, finding out the nature of their enquiry
Preparing Quotations, Purchase Order and Invoices
Responsible for mails, letters, faxes, personal mails and other documents
Scheduling meetings
Assisting Clients / Visitors
Responsible for Company staff supplies
Filling, Encoding and Lay outing
Certified Human Resource Professional (CHRP) American Certification Institute (ACI ) / KHDA accredited at Blue Ocean Academy in Dubai