Cinema Administrator
Vox Cinemas
Total years of experience :12 years, 5 Months
General administrative duties
• Support the Cinema Manager with all administrative tasks related to cinema sites.
• Act as a conduit for cinema communication. Ensuring all management & staff are informed of business critical information on a timely basis
• Maintain site noticeboards, ensuring all information is relevant.
• Take responsibility for creating and maintaining site staff files. Ensuring that cinema management keep adrenaline updated. Maintain a record of training attended, uniform registers.
• Maintain Cinema Annual Leave tracker, keep updated sickness and absence records
• Create and circulate meeting minutes advising Cinema Manager for appropriate follow up action required.
• Based on Management instruction, create LPOs for suppliers, cross check invoice and raise GRN on Vista prior to sending to FSSC for payment. Liaise with suppliers and HO finance team over any issues.
• Reconcile Cinema Petty Cash ready for Cinema Manager sign off.
Record keeping and filing
• Review of daily paperwork, highlighting any issues to Cinema Manager for rectification
• Co-ordinate with Cinema Management by filing daily, weekly and monthly paperwork
• Organize monthly staff meetings, ensuring presentation is updated for individual site along with AV requirements and staff refreshments
Coordination
• Liaise with HO regarding staff Visa Renewals, attending training courses and meetings
• Arrange Transport for staff events, meetings and training where required.
• Liaise with Enova, Contractors, Facilities Manager and Head Office for any maintenance works to ensure best value is achieved for the business.
• Liaise with Mall Management to get work permits.
Merchandising/Logistics
- Multi Brand: Etoile La Boutique: Coordinating with suppliers through email and confirming order placed by the brand managers. Example of Brands/Suppliers: Greta Constantine, Alex Perry, Three Floor, Castaner, Elizabeth Cole, Lubin, Huishan Zhang…etc.
- Shipping Arrangement: Coordinating with suppliers once the goods are ready to be shipped. Allotting the most economical forwarder to ship the goods and ensuring that all necessary documentation are prepared from the supplier’s end like Certificate of Origin and attested shipping invoices.
- Recording Orders in the System: Preparing Item Creation, Purchase Order and Consignment journal in the system once goods are received.
- Pricing Stock in the System: Pricing each item according to the company’s mark up or the supplier’s retail prices, whichever is higher.
- Damages, Returns & Repairs: Reporting necessary faulty items received and acquiring compensation in a timely manner. This involves returning the item or sending it for destruction.
- Arrival Report: Preparing and updating arrival report per season of each order received which contains manual order, confirmed order, window delivery, actual received items, excess and shortages.
Administration
- Cafeteria: Assessing end of the month Cafeteria requirement for all boutiques, head office, warehouse and tailor. Taking approval and monitoring purchasing as well as ensuring to receive signed delivery before making replenishment of petty cash consumed.
- Stationary/Toner/Halogen: Collecting and reviewing purchase order for Stationary/Toner/Halogen requirement of all boutiques, head office, warehouse and tailor. Coordinating with the local supplier for approved orders and ensuring timely delivery. Submitting invoices to the accounts department with necessary attachments.
- Fixed Assets: Collecting and reviewing purchase order for fixed assets requirement of all boutiques, head office, warehouse and tailor. Different quotations from various companies are collected and the most economical is purchased once approval is given. Fixed Assets include ladders, Water Dispenser, telephone, and vacuum cleaner etc.
- Sales Uniforms: Preparing Sales Order for uniforms of each boutique according to the orders in the system.
- Chanel Repairs: Checking all repair items submitted by the boutiques, taking necessary pictures and preparing excel sheet to be sent to Chanel Dubai. Coordinating with any issues or doubts by email correspondence and rectifying any customer related cases.
Secretarial
- Phone Calls: Attend/transfer phone calls, and/or note & convey messages.
- Telephone List: Updating telephone list and supplier contact details.
- Visitors: Attend to visitors with appointments and convey hospitable atmosphere. Tactfully handle cold salespersons, job seekers and walk-in clients.
- Monthly Insurance: Preparing excel sheet that records insurance for each shipment received within the month in a brand wise basis. The file is sent to the insurance company for processing.
- IT Related: Assisting IT department with changing toners, printing documents and solving any printer/copier errors like paper jam.
- Inventory Assessment: Assist in the mid-year & annual stock-taking.
- Summary of Purchase Audit Schedule: Recording of required data for audit on a yearly basis.
- Performing other tasks to be assigned by my superior from time to time.
Secretarial
- Phone Calls: Attend/transfer phone calls, and/or note & convey messages.
- Visitors: Attend to visitors with appointments and convey hospitable atmosphere. Tactfully handle cold salespersons, job seekers and walk-in clients.
- Letters: Typing of letters and reports for projects.
- Project Managers: Assist Project Managers in preparing presentations, specifications & Contract documents.
- Records: Updating and maintaining telephone list of Clients, contractors & suppliers.
- Faxes & Courier: Receiving, logging and distributing of incoming mail, faxes & couriers.
- Preparation of Documents: Preparing, logging & sending out of letters, faxes & couriers.
- Organizing Documents: Filing & maintenance of all project related data (electronic & physical).
- Company Profile: Prepare Company Profile and prequalification documents.
- IT Related: Assisting IT Manager in scanning, copying/burning of CD's.
- Contractors: Coordinating with Contractors to collect Tender Documents.
- Other routine secretarial functions.
Administration
- Resumes: Screening and filtering of all CVs and application sent to the Company. Maintain records of all CVs received and file according to department.
- Interviews: Arrange & coordinate multilevel interviews with candidates & section heads.
- New Employee: Assist new staff to complete all joining formalities and provide basic orientation.
- Administrative Letters: Prepare various admin related letters viz. salary certificates, experience certificates etc.
- Travel Arrangements: Making travel and hotel arrangements for staff and visitors.
- Stationery Requirements: In charge of office stationery supplies and regular stock checking.
Bachelors in Business Sikkim Manipal University, India (2008 - 2011)
Higher Secondary School Certificate Indian Central School, Kuwait (2006-2008)