Office Manager
Abdul Latif Jameel Retail Co. Ltd.
Total des années d'expérience :17 years, 7 Mois
Types, formats, and produces documents such as presentations, correspondence, and standard reports.
Establishes and maintains record keeping and filing systems.
Maintains calendar and contact database, completes travel or conference arrangements and may arrange meetings and conferences for an assigned work group.
May perform administrative duties specific to department such as, conducting research, updating databases, and preparing collateral materials for mass mailings.
Completes expense reports and handles reconciliation of receipts.
Responsible for opening, sorting, prioritizing and distributing inbound mail. Coordinates services for outbound mail.
Other duties may be assigned.
· Provides general secretarial support to the Head of Branch Network.
· Manages calendar for appointment, meeting and special event.
· Organizes business travel (flight booking, hotel reservation and car
rental)
· Facilitates Video Conferencing (for corporate meetings), set-up
meeting rooms etc.
· Consolidating sales report and prepared MIS in graphical presentation
(target vs. achievement)
· Prepares business correspondences including emails and other letters.
· Maintains the highest confidentiality of office related matters.
• Reporting to Executive Manager.
• Receives / Send documents for transmittal to project sites and other companies. Providing them with tracking number or track the shipments if needed.
• Handling of cheques, vouchers, purchase orders & other documents that need to be sign by the Executive Board Member, monitoring and follow-up for approval if needed.
• Answers varied inquiries, over the phone or in person, explaining policies and procedures and resolving routine questions or problems independently.
• Types and records information in an office and answers follow-up inquiries concerning such records.
• Creates and maintains complex filing systems primarily involving a variety of subject matter.
• Liaises various documents to other departments.
Others:
• Distributing Internal & Circular Memos to the Head Departments and project sites.
• Meeting Minutes Preparation when required.
• Received requisition for office and administration supplies from various departments.
• Issued requisition supplies to respective department and issues corresponding Supplies Issuance Slip (SIS).
• Takes charge of the physical withdrawal of requisitioned items from the stock room.
• Sees to it that item requisitioned is properly acknowledged by requisitioning departments.
• Posts accurately on respective stock cards all daily issuance of all office supplies from served or acted upon requisition.
• Prepares request from the head office in the event that requested supplies are unavailable.
• Checks the quality and quantity of office and maintenance supplies in accordance with approved specifications, designs and requirements.
• Receives checks and acknowledges receipt of all incoming supplies delivered by suppliers and issues corresponding counter receipt.
• Directs the placing and arranging of delivered supplies in their designated places and responsible for the safekeeping thereof.
• Records immediately on stock cards all incoming office supplies ordered from Head Office and suppliers.
• Examines movement of various items in their respective stock cards, determines and recommends quantity to be purchased consonant with the inventory level as set-up.
• Prepares monthly stock inventory team in regular inventory of supplies.