Office Manager
Location Flight Services
Total years of experience :24 years, 7 Months
- Directly report to Managing Director of the Company
- Manage all secretarial, administrative and HR related tasks
- Ensure smooth daily operation and oversee general cleanliness of offices
- Monitor office supplies and office equipment
- Conduct orientation of new joiners and arrangement of training required
- Schedule internal/external meetings through diary management
- Maintain effective record keeping system; Responsible for handling in-coming and out-going mails, emails, faxes, posts, correspondence and delivery of supplies
- Handle company issued petty cash
- Provide assistance to Sales & Marketing, Operations and Accounts departments
- Liaise with offices in Dubai and Turkey
-Directly report to ALDAR’s Business Unit Manager - overseeing Injazat Data Systems complex facilities management.
-Site in-charge, administration of 30 staff members deployed by the company.
-Updating spreadsheets for tracking payments and expenses; distribution of Cheque payments; handle site petty cash
-Handle Auditorium reservations, inquiries and payments. Ensure that events technical and catering requirements are appropriately provided
-Control the sign out sign in log book for original contracts and ensure all original documents are maintained in a fire proof safe and do not leave the premises
-Prepare and submit monthly time cards, time sheets and overtime requests of concerned site staff
-Safekeeping of site door keys - monitor handing over of keys to proper personnel only
-Issuance/monitoring of Access cards to visitors, contractors, staff members and tenants for Office building
-Prepare site forms, checklists and signage being used on daily, weekly and monthly basis
-Filing of all documents, contracts, agreements and all other associated paperwork
-Monitoring site equipment such as mobile radios, cleaning machines, and others distributed to FM personnel to ensure items are being utilized properly and coordinate for required repair
-Liaise for scheduling specialty subcontractor’s inspection for the critical equipment such as escalators, Fire Alarm System, Emergency Lighting, Lifts
-Responsible for handling all FM in-coming and out-going mails, e-mails, faxes, posts, correspondence and delivery of supplies
-Set up meetings for the Business Unit FM Manager and assist with various administrative works throughout the working day/week; Plan and schedule maintenance visits to be carried out in the building
-Maintain adequate stationery supplies and the re-ordering of same
-Proficiently provide assistance to guests, clients and tenants
- Assist the Head Office HR & Admin department in recruitment and various tasks
-Directly report to the Senior Area Executive, HE Mohamed A.L. Kanoo, covered the PA on annual leave
-Ensure business and artistic daily workflow run as smooth as possible
-Manage complex diary, schedule external and internal meetings
-Coordinate extensive travel and accommodation arrangements including visa arrangements
-Handle petty cash, preparation of expense and insurance claims and various payments
-Update and maintain contacts database and record keeping system
-Preparation of correspondence, email responses and pertinent reports
-Handle large volume of incoming and outgoing courier packages and mails.
-Provide assistance to HR and Administration department.
-Coordinate with various sections, subsidiaries such as Travel, Oil & Gas, Insurance, Metal, Shipping and others, both in UAE and the GCC
-Provide personal and administrative assistance to HE Hoda Al Khamees-Kanoo, founder of the Abu Dhabi Music and Arts Foundation, whenever required
Directly report to the Senior Vice President of the bank - in charge of Real Estate Department
-Provide first class administrative support to the SVP ensuring his daily workflow run as smooth as possible
-Schedule internal/external meetings through diary management and ensure SVP is running on time and schedule
-Coordinates travel/accommodation arrangements including visa arrangements
-Handle petty cash; preparation of monthly expense and insurance claims
-Preparation of various correspondence, documents and written materials
-Prepare presentations for Executives and Board of Directors meetings
-Filter all telephone calls and ensure that only acceptable telephone calls go through
-Handle and resolve customer complaints whenever required otherwise delegate to correct personnel
-Update and maintain contacts database and maintain record keeping systems. Sort, label and file documents or other materials
-Coordinate and assist Finance Manager, Sales Managers/Team, Maintenance Section, Freehold & Leasehold Section and Marketing Section
-Coordinate and provide assistance to various Real Estate offices (Freehold & Leasehold and Property Management) located in Dubai, Sharjah and Al Ain
-Directly report to the CEO; Provide full administrative support to Global Events, an Event Management Company and producer of highly successful annual event “Abu Dhabi World Leadership Summit” held at the Emirates Palace and other events; Igual Gulf Fireworks, the only fireworks company established in Abu Dhabi in partnership with Pirotecnia Igual - a pioneer in fireworks based in Barcelona, Spain.
-Maintain calendar; coordinate travel, hotel & visa arrangements
-Setting up executive meetings including Board meetings and accurately take minutes
-Answers incoming calls promptly, courteously and process multiple phone calls simultaneously covering three different telephone numbers dedicated to Global Events, the Summit and GBE
-Preparation of various documents and other written materials
-Maintain effective record keeping system; handle courier services
-Gather data and compiling various reports for management; conduct projects and assignments
-Assist the Finance / HR / Admin Manager and coordinating support services such as recruitment etc.
-Monitor office supplies and office equipments; Ensure smooth daily operation and general cleanliness of offices
-Assist the Marketing team including design the company catalog as well as other brochures, posters and presentations that were required for advertising purposes
-Assist in Sales of various events being organized
Duties and responsibilities as Front Desk Agent:
-Provide exemplary guest services and efficiently handle all guest queries and requests
-Welcome and proficiently check-in and check-out guests as per the hotel standards
-Promptly and pleasantly handle telephone calls and guest messages
-Accurately process and balance postings for each shift
-Maintain company issued float and ensure balance for each shift
-Ensure maximum sales for in house facilities and other company destinations
-Accurately complete guest reservations in person or over the phone
-Interact with guest and escort VIPs
-Actively promote the loyalty scheme and assist to ensure the loyalty program reach assigned target
Duties and responsibilities as Business Center Secretary:
-Assist guests in any type of secretarial requirements and courier servicesEnsure maximum revenue by properly charging services rendered and by promoting in-house facilities
-Preparing and typing various correspondence; Prepare Welcome and Departure letters to be delivered to all guests rooms
-Taking dictations and minutes of the meeting for the Front Office department
-Ensure Business Center office is well equipped and that all apparatus are effectively functioning
-Handle guests complaints and ensure thorough follow ups are done
-Liaise flight bookings and coordinating travel arrangements for guests
-Monitor requirements and provide assistance for special events, meetings and functions being held at the Business Center
-Ensure a prompt, courteous and efficient handling of telephone calls from guests and staff using the switchboard facility
-Provide dependable level of service on wake up calls, message handling and paging system
-Perform clerical duties as required such as logging, routing outgoing and incoming fax
-Prepare telephone/fax charge voucher slips for intended for posting
-Monitor fire alarms and respond to alarm signals received
-Execute international and conference telephone dialing procedures
-Build and maintain good working relationships with all hotel functions and hotel departments
-Acted as reliever for Business Center Secretary whenever required
Undergraduate
Junior Secretarial