General Administration
Al Mazaya Holding
مجموع سنوات الخبرة :18 years, 2 أشهر
General Administrator
Sky Gardens - Al Mazaya Real Estate / Spectrum Real Estate FZ/LLC
Road 312, Park Avenue, DIFC
Dubai, UAE
December 1, 2009 and current
Sky Gardens - is one of the Projects of Al Mazaya Holding which is currently managed by Spectrum Real Estate FZ LLC as Facilities Management.
Duties Includes:
• Building Management,
• Processing a variety of standard documents and correspondences,
• Relaying and resolving client issues, complaint and inquiries,
• Processing Forms,
• Performing data entry and establishing and maintaining accounting records for audit and community service charges purposes,
• Edits and proofreads documents to ensure accuracy,
• Performs accounting duties such as processing monthly bills and invoices,
• Managing computer automated system,
• Maintaining all kinds of logs,
• Establishes, maintains, processes and update files, records, certificates and other documents,
• Performs a range of staff operational support activities, may serve as a liaison with other departments on basic administrative and operational matters,
• Purchasing Officer for office and maintenance supply,
• Key custodian for the entire building.
HR-Admin. Officer / Facilities Administrator-Coordinator
Al Bukhatir Group of Companies - Alliance Facilities Management Services LLC, Sharjah
March 5, 2011 - March 2015
The Bukhatir Group is one of the largest and most diversified business houses in the United Arab Emirates. Its main interests straddle construction, manufacturing, information technology, shopping malls, education, engineering services, real estate development, sports and the television media.
Duties Includes:
HR / Administration. Officer Responsibilities:
• Manage 11i and 12i HRMS - Oracle Module (attendance & Payroll)
• Provide current and prospective employees with information about policies, job duties, working conditions, wages, and opportunities for promotion and employee benefits.
• Independently maintain and update administrative policies and processes related to company policies in line with UAE Labour Law
• Screening, shortlisting candidate and conducting initial/final interview/visa processing till joining
• Conducting corporate induction for all newly join employees.
• Conduct Job Evaluation when the scope and responsibilities of a job, changes
• Maintain effective filing system, records and compile statistical reports concerning personnel-related data such as hires, transfers, performance appraisals, and absenteeism rates
• Preparing payroll sheet for all the maintenance and office staff.
• Initiate and monitor visa processing which includes renewals and cancellation
• Preparing documents, briefing paper & reports
• Updating Master file (General, Financial & Legal) details.
• Dealing with correspondence and writing letters, taking dictation and minutes
Facilities Coordinator Responsibilities
• Manage Oracle system - EAM Module, including receiving work request,
• Primarily responsible in rendering quality services to meet, maintain and ensure the satisfactions, security & expectations.
• Responds to all clients’ queries, daily issues/ problems and unforeseen circumstances by making decisions and using personal initiative and discretion to interpret procedures and bring matters related to a speedy resolve
• Creating and assigning work orders, entering system data, and providing the overall system administration.
• Allocating jobs to field technicians for any job request placed in the system, & monitoring the updates/status of the job
• Coordinates with operation for the inspection checklist for Planned Preventive Maintenance and accordingly schedule preventative maintenance, respond to urgent maintenance calls and participate in the creation of emergency preparedness plans.
• Receiving weekly maintenance work status report for all major projects/properties from operation & submit to the management for evaluation.
• Proactively communicates with management to inform all matters related to the effective & efficient use of the Company resources & Meet regularly with department heads to keep informed, offer direction, and plan.
• Plans, organizes, assigns work to, supervises, and reviews the work of subordinate personnel to assure quality work completed on schedule within safe conditions.
Contracts Administrator - Compliance Officer Responsibilities:
• Reviewing drafted contract in line with legal advice:
Comprehensive & None Comprehensive contracts
• Serve as focal point to any contractual matters / Act as contractual “middleman” between vendors & ensuring timely review and approval / reconciliation of variations.
• Maintain contractual records & documentation such as receipt and control of all contract correspondence, customer contact information sheets, contractual changes, status reports and other documents for all stores/projects UAE & GCC.
• Work with the governmental compliance as required
• Work with Finance to coordinate contractual requirements and payments.
• Monitor competitive terms with our terms and conditions as per company policies.
• Ensure that signed contracts are communicated to all relevant parties to provide contract visibility and awareness, interpretation to support implementation up to execution.
• Monitor transaction compliance (service report, completion report, governmental certification, quotation, LPO, invoicing until payment etc.)
• Ensure end of contract, cancellation, extension or renewal.
Daily Corrective & Preventive Maintenance (Service Report, Quotation, LPO & Invoices) monitoring
• Negotiate pricing contracts with subcontractors and suppliers
• Streamlining scopes of work as per operation requirements
• Establish & maintains relationships with subcontractors and suppliers to ensure adequate resources for all projects and to continually improve pricing and quality of work
• Assist in settling invoice or contract disputes
• Handles LPO creation, SAP payment bookings and change order requests
• Maintain sub/supplier information on company online management systems
• Service monitoring ensuring that the required standards are maintained both front (FOH) and back of House (BOH).
• Preparing and monitoring master list for all Stores-Dubai Civil Defense Smart Monitoring System 24/7 subscription renewal and new installation.
• Coordinates with Fire Alarm and Fire Fighting System service provider for the quarterly Plan Preventive Maintenance and corrective works and ensuring service schedule are timely conducted
• Coordinates compliance activities from Mall Management and standalone stores requirements
• Monitoring for the renewal related to FM contracts (FA & FFS / AC / Signage’s / MEP related etc.)
• Coordinates with supervisors & engineers related to work execution updates
• Provides reports on a regular basis, and as directed or requested, to keep the senior management informed of the operation and progress of compliance efforts
• Managed and handles ARIBA SAP (Contracts Management System)
• Drafting and reviewing variety of contracts (standard / non-standard)
• Review contract estimates, including proposed materials, production costs, etc. and determine whether they seem reasonable and accurate in all type of services and requirements.
• Analyze contracts to ensure they comply with UAE laws and regulations
• Review project documents to ensure proper contracting terms and conditions, including subcontracts, master service agreements, task orders and purchase orders
• Serve as contracting liaison with external point of contact and internal staff
• Creating PR and PO through ARIBA SAP
• Vendors registration through ARIBA SAP
• Negotiation for cost savings
• resolving dispute to any types of contracts.
HR / Administration. Officer Responsibilities:
• Manage 11i and 12i HRMS - Oracle Module (attendance & Payroll)
• Provide current and prospective employees with information about policies, job duties, working conditions, wages, and opportunities for promotion and employee benefits.
• Independently maintain and update administrative policies and processes related to company policies in line with UAE Labour Law
• Screening, shortlisting candidate and conducting initial/final interview/visa processing till joining
• Conducting corporate induction for all newly join employees.
• Conduct Job Evaluation when the scope and responsibilities of a job, changes
• Maintain effective filing system, records and compile statistical reports concerning personnel-related data such as hires, transfers, performance appraisals, and absenteeism rates
• Preparing payroll sheet for all the maintenance and office staff.
• Initiate and monitor visa processing which includes renewals and cancellation
• Preparing documents, briefing paper & reports
• Updating Master file (General, Financial & Legal) details.
• Dealing with correspondence and writing letters, taking dictation and minutes
Facilities Coordinator Responsibilities
• Manage Oracle system - EAM Module, including receiving work request,
• Primarily responsible in rendering quality services to meet, maintain and ensure the satisfactions, security & expectations.
• Responds to all clients’ queries, daily issues/ problems and unforeseen circumstances by making decisions and using personal initiative and discretion to interpret procedures and bring matters related to a speedy resolve
• Creating and assigning work orders, entering system data, and providing the overall system administration.
• Allocating jobs to field technicians for any job request placed in the system, & monitoring the updates/status of the job
• Coordinates with operation for the inspection checklist for Planned Preventive Maintenance and accordingly schedule preventative maintenance, respond to urgent maintenance calls and participate in the creation of emergency preparedness plans.
• Receiving weekly maintenance work status report for all major projects/properties from operation & submit to the management for evaluation.
• Proactively communicates with management to inform all matters related to the effective & efficient use of the Company resources & Meet regularly with department heads to keep informed, offer direction, and plan.
• Plans, organizes, assigns work to, supervises, and reviews the work of subordinate personnel to assure quality work completed on schedule within safe conditions.
JOB DESCRIPTION
Contact the developer regarding the latest projects, availability list, and other sales requirements
Provide the sales agents the complete details with regards to their sales requirements.
Make sure that all the client’s records are complete and properly recorded.
Responsible to follow up the contracts and the pending receipts from the developer.
Make sure that the system are updated, all the information will available upon request
Deal with other real estate agents in terms of resale and rental properties.
Responsible to send the contracts, receipts, brochures, and other correspondence by courier to our clients.
Handles confidential data, coordinating with sales agents, travel arrangement
Preparing for the newspaper ads
Organizing expose & brochures
Handle the purchase of office supplies
Assists the CEO
Assist clients who are coming to office
Attend phone calls
Performs other duties as assigned
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