Office Manager
Wilkhahn Middle East
Total years of experience :15 years, 11 Months
A. Office Management:
• 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.
• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Completes operational requirements by scheduling and assigning employees; following up on work results.
• Keeps management informed by reviewing and analyzing special reports; summarizing information.
• Contributes to team effort by accomplishing related results as needed.
• Maintaining diaries
• Arranging appointments
• Taking messages
• Typing/word processing
• Filing; organizing meetings
• Arranging travel, visas and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations;
• Using a variety of software packages
• Booking transport and accommodation
• Managing databases; handling correspondence
• Implementing and maintaining procedures/administrative systems
• Liaising with staff, suppliers and clients
• Preparing letters, presentations and reports.
• Responsible for timely renewal of contract and agreements (lease, trade license etc)
• serves as IT coordinator with our IT Department in our headquarters (Germany)
B. Accounts:
• monitoring daily office expenses
• making monthly cost report for all company accounts
• preparing expense reports for reimbursement of all office staff
• handling petty cash & budgeting
• prepares forecast plan for the office
• coordinates with the Auditor and Account department in our headquarters in Germany for the financial statement report for the whole year
• prepares invoices and follows up with clients for payments
• making sure that all monthly fixed costs are paid on time
CONTINUATION:
D. Procurement
• Getting goods and services for the best price and value
• Computing and updating costing per project
• Working with suppliers to ensure that key processes are running efficiently and cost-effectively
• Preparing quotations to be sent to our clients
• Sending out purchase orders once quotations from our suppliers are approved by the Managing Director
• Respond to customer and supplier inquiries about order status, changes, or cancellations.
• Contact suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems.
• Review orders to be able to verify accuracy & specifications.
• Building strong working relationships both internally and with key suppliers
• Updating CRM system (Invoices, Purchase Orders, Quotations)
• Updating our products and suppliers list
E. PRO (Public Relations Officer) DMCC:
• Submission of correct documentation to DMCC for Employee Residence Visa applications, Tourist Visa applications, Work Permit applications.
• Submit, follow-up and collect all new employment and business visas to ensure that the visas are processed on a timely manner to support the business.
• Renew, update and maintain the trade licenses and other certificates of all company’s legal entities in the UAE to ensure that the documents are up-to-date.
• Renew and maintain all company’s leases in the UAE before its expiry.
• Ensure compliance with company policy and procedure for processing of / delivery of assigned services.
• Obtain visas from other Embassies in UAE for staff members for their business travel
• Maintain confidentiality and security of company and employee documents at all times
• Coordinating with DMCC officers with regards to the delivery and status of the requested visa/ official documents of the company.
F. Human Resources:
• Handling staff recruitment and selection process
• Prepare notices and advertisements for vacant staff positions.
• Schedule and organize interviews
• Conduct reference checks on possible candidates
• Inform unsuccessful applicants
• Provide advice and assistance to staff on pay and benefits systems
• Ensure that accurate job descriptions are in place
• Monitor daily attendance.
• Investigate and understand causes for staff absences.
• Recommend solutions to resolve chronic attendance difficulties.
• Monitor scheduled absences such as holidays or travel and coordinate actions to ensure the staff absence has been adequately covered off to ensure continuity of services.
• Inform affected staff of unexpected absences from work and coordinate actions ensuring the continuity of services such as cancellation of events etc.
G. Front Office:
• To establish and monitor cost and expense control systems and procedures to achieve budgeted operating results.
• Personally and frequently verifies that guests / clients operation are receiving the best possible service available.
• Maintains an atmosphere of tranquility at the Front Desk, never giving the impression that there is a problem.
• Ensures that policies and procedures in regards to staff appearance, hygiene and sanitation are enforced
• Entertains regular and potential clients and maintains excellent guest relations
• Maintain office files and data management
• Arranges travel, accommodation and transportation for all staff
• Handling phone calls and transferring them to the correct department
• Keeps the database up-to-date
• Prepares and checks work schedules in line with activity forecasts
• Organizes the welcome and integration of new employees
• Ensures that invoicing and cash operations procedures are respected
• Ensures that the workplace remains clean and tidy
A. Business Development
• Prospecting potential new clients and turn this into increased business
• Cold call as appropriate within the company’s market or geographic area to ensure a robust pipeline of opportunities
• Lead Generation through visiting Exhibitions, Conferences and Trade Shows
• Set up meetings between client decision makers and company’s leaders/Principals
• Preparing RFP, RFQ and coordinating with companies regarding Tenders.
• Work with technical staff and other internal colleagues to meet customer needs
• Arrange and participate in internal and external client debriefs
• Attend industry functions, such as association events and conferences, and provide feedback and information on market and creative trends
• Present to and consult with mid and senior level management on business trends with a view to developing new services, products, and distribution channels
• Identify opportunities for campaigns, services, and distribution channels that will lead to an increase in sales
• Using knowledge of the market and competitors, identify and develop the company’s unique selling propositions and differentiators
• Submit weekly progress reports and ensure data is accurate
• Ensure that data is accurately entered and managed within the company’s CRM or other sales management system
B. Accounts
• Sets monthly budget for the company with the expenses including monthly salaries, reimbursements, day to day expenses, petty cash, utility bills etc.
• Documents all financial transactions of the company and prepares a monthly report to be submitted directly to the Managing Director
• Recommends financial actions by analyzing accounting options
• Coordinating with the auditor for the yearly financial statement of the company
• Prepares payments and approvals by verifying documentation and requesting disbursements
• Maintains customer confidence and protects operations by keeping financial information confidential.
• Preparing cheques for Managing Director’s approval
• Update and maintain accounting journals, ledgers and other records detailing financial business transactions (disbursements, expense vouchers, receipts, accounts payable). Enters data into computer system using defined computer programs)
C. Executive Secretary / PA to the Managing Director
• Represents the Managing Director by welcoming visitors / guests, reviewing correspondence; arranging company dinners and other corporate functions, answering questions and meeting requests directed to the Managing Director
• Drafts the company newsletter by gathering information, pictures, preparing and editing articles for the Managing Directors approval
• Serves as liaison between Executives and help them make consistent decisions by advising them of historical precedents.
• Arranges corporate travel and meetings by developing itineraries and agenda for the Managing Director and other Executives
• Taking minutes of the meeting and writing correspondence
• Coordinating the Managing Directors calendar and schedule
Duties & Responsibilities:
• Assist clients on their inquiries about their orders on actual status on production of orders
• Maintaining and updating of order log, export back log, complaint and expected orders
• Making categorical analysis on a weekly basis regarding complaints and general issues Coordinating with
international customer service in Chicago regarding shipment, requests and payments of clients
• Minutes of the Meeting Analysis of daily delayed delivery and main issues
• Maintaining customers focus on all times and answering to customer’s enquiries using the standard guidelines.
• Taking ownership of complaint and queries and proactively following through to resolution.
• Making sure that all customers’ queries are well-investigated and resolved, and escalating queries if appropriate
to supervisor.
• Assisting Application Eng. in making order transmittals and Customer Service Manger with any assigned special
projects and providing backup to the Customer Service manager when required.
• Maintaining working cognition of each customer service process for various market segments and communicating
issues to Customer Service manager.
• Assisting the Manager in recruiting professionals who are dedicated to high values of service and performance.
• Creating a continuous improving environment, teamwork, and a dedication to execute right things.
• Supervising or directing the employee-training program of the organization for all existing and new team members.
• Responding to client criticism and comments in a positive approach.
• Assisting manger in tasks such as recruiting, training, developing business plan and so on.
• Enforcing commercial skills in order to meet costs and sales budgets.
• Interacting with employees and assist customers in response to their concerns, questions, or complaints.
• Assisting manger in managing the budget and achieving stand- alone productivity for business.
• Helping manger in designing, and building a service and sales capability.
Duties & Responsibilities:
• Answering inbound calls and assisting customers who have particular inquiries or questions.
• Providing individualized customer service of high-standard professional level.
• Building the interest of customers in the products and services offered by the organization.
• Updating the existing database with any modifications/changes and the present status of the customers
• Assisting customers of communication based organization with service queries and problems.
• Handling customers directly through telephone and responding to customer inquiries and questions promptly.
• Providing feedback regularly on the effectiveness and soundness of policies and procedures of the customer
service department.
• Checking lines and categorizing the problems and issues of the customers.
• Determining problems or issues in queries or complaints handling nature and proposing solutions for
Enhancements.