Mahmoud Khalil

Manages the overall functioning of the department.Managing the PRO team to ensure that tasks are done in a timely professional manner.Developing a systematic work flow process to enable identification of a particular activity at various stages.Ensure that all Govt. rules and regulations are being strictly followed.Develop and establish guidelines and timelines for completion of procedures like visa applications/renewals/cancellations, Trade Licence renewals, etc.; ensure required documents/reports like CCTV & SAS reports, Certificate of Connection (Police Dept. & Maps) are received within specified time limits.
Ensure that Operations Dept. is kept informed of Trade Licence expiry dates 2 months in advance.
Initiate and follow-up on a variety of procedures related to Trade Licences (including Free Zone), Employment Visas, Transfer Visas, Visit & Transit Visas and Visa cancellation; follow up actively with the PROs on the same and ensure time limits are adhered.Send requests to Finance Dept. for arranging the Bank Guarantees whereever required.Ensure that no employee stays back in the country for more than 30 days after visa cancellation.Visit Ministries / other agencies for problem solving; develop & maintain excellent relations with Govt. Offices.Oversee the efficient handling of all employee passports; ensuring that no passport is released without required forms, approvals and due clearance check from all concerned personnel.Conduct weekly stock taking of employees’ Passports; ensuring that Passports are received from employees returning from leave and report non-adherences/losses to the HOD.Oversee a record of Passports IN / OUT.Oversee an efficient filing / record system to ensure that important Govt. records / documents like original Trade Licences are well maintained.Provide Management with comprehensive reports on the status of all related actvities that the Dept. is responsible for.Perform any other duties as assigned by HOD.

 Manage administration responsibilities which are: Company-related concerns, such as: Registrations, Renewals of registrations, licenses, etc. Insurance registration, renewals, cancellations, claims, etc. Refurbishment, maintenance of office premises and showrooms. Contacting contractors and short-listing quotes. Office supplies and consumables. Legal/Police matters or issues. General Public Relations Communications. Employee-related matters, such as: Employment Offers, Contracts, NDAs (Non Disclosure Agreements ), Immigration, Labor procedures, New employee needs (office space, company issued assets, access cards, etc.), Official correspondence/letters, certificates, memoranda Leaves procedures, Travel & Hotel bookings, Security passes, Resignation/Termination procedures, Expense sheet claims/loan applications and other employees requests LPOs (Local Purchase Orders).

 Managing, renewal, follow-up of company contracts and insurance policies like: annual maintenance contracts, insurance policies ( staff insurance - vehicles insurance , premises contracts for branches, tenancy contracts
 Ensure for timely settlement of payments like rentals, insurance premiums, invoices, etc
 Managing the Admin Team and ensure that all assigned functions to each team member are properly performed, executed and delivered within time frames
 Managing the PR Team who are responsible for obtaining and renewing visas, licenses and permits for the company • Using the excel program to put the applications status for easy following-up. Entering & updating the passport, visa & labor card information in the system.
 provide consultation on legal issues and communicate all new laws or rules issued by UAE Government to the management.
 represent the company and handle all legal affairs as well as coordinate with the lawyer’s office, police, prosecution and the UAE courts

• Managing Administrative functions within the office, responsible with the preparation of Management Documents .
• Managing the PR Team who are responsible for obtaining and renewing visas, licenses and permits for the company • Using the excel program to put the applications status for easy following-up. Entering & updating the passport, visa & labor card information in the system.
• provide consultation on legal issues and communicate all new laws or rules issued by UAE Government to the management.
• represent the company and handle all legal affairs as well as coordinate with the lawyer’s office, police, prosecution and the UAE courts

clearing documents of the company with all local department and goverment minsitries( Labour office. Immigrations . Economic Department . Tourist Department . Cargo village

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