Office Administrator
Liwa Trading Enterprises
Total years of experience :24 years, 2 Months
Manage Reception area and answer queries by employees and clients.
Manage and update office supplies stock and place orders.
Arrange travel, accommodation and transportation etc. for employees and upper management
Apply and update employees Medical Insurance.
Organize office operations and procedures.
Organize a filing system for important and confidential company documents
Provide general support to visitors when they arrive at the office
Assist in the onboarding process for new hires.
Address employee’s queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
Liaise with facility management vendors, including cleaning, catering and security services
Book meeting rooms as required.
Schedule and distribute courier and packages.
Plan in-house or off-site activities, like parties, celebrations and conferences.
Deal with customer complaints or issues.
Assist colleagues whenever necessary.
Provide comprehensive support services to the CEO.
Keep refined calendar management. Administer correspondence, manage incoming calls, visitors, emails and courier. Prioritizes inquiries and requests.
Manage complex travel arrangements (airline ticket, hotel, transport) with specific, detailed needs; create consistent travel itinerary portfolios for reference and be available during travel times to quickly address any last-minute changes or cancellations.
Accurately tracks expenses for the CEO by managing credit cards and receipts to be processed and submit to Accounts.
Maintain confidentiality and use a high degree of discretion.
Schedule internal and external meetings.
Coordinate with Legal Department in terms of all leases, franchise agreements.
Act as a liaison with the office of the Board of Directors as needed.
Coordinate with PR for visa issuance as and when required.
Miscellaneous Administrative responsibilities.
Managing efficiency and output of all Division secretary and admin support i.e. Receptionist, Office Assistant, Driver
Maintaining and overseeing office operations and procedures and working closely with the HR Manager.
The first point of contact for the COO office.
Managing all correspondences, diary and phone calls.
Full accountability for all international and domestic travel arrangements for the COO, Senior Leadership team and key company stakeholders.
Scheduling meetings and attending senior managers meetings, documenting and follow up.
Arranging office team brief meeting every month, ordering and maintaining of office and pantry supplies and transport arrangement for visitor/guests.
Communicate with all stakeholders including country and regional head to ensure all KPIs and monthly reports are completed and submitted on time.
Liaise day to day with the Chairman’s office.
Committee member and part of the organizing team of the yearly staff party.
Management of 10+ conferences for over 300 attendees from across GCC, including negotiation of venue fees, food and beverages, hotel bookings and domestic transfers in addition to visa applications and international travel arrangements.
Coordinating with the marketing manager for bi-annual season’s launch of fashion press events with GCC media attendees, including Khloe Kardashian event in The Dubai Mall for Lipsy.
Head of the Praise Rewards and Recognition Committee.
- Oversee the monthly meeting, sit-down with the Committee and look through each nomination, discuss, debate and select the monthly winners.
Arrange years of service awards for 5 years, 10 years’ service awardees including price negotiation for the gifts.
Updating the marketing calendar for financial planning and with close coordination with the finance team.
CSR - Team Leader for yearly Landmark Group Beat Diabetes Walk with the responsibility of handling payments (15, 000 participants)
Key contact for International Brand Partners providing weekly performance updates, arranging visits to the GCC and dinner bookings.
Update monthly sales and stock report and master price list.
Evaluate and send monthly re-supply proposal for confirmation/approval.
Accountable for proforma invoice, quotes, reports, orders and deliveries.
Accept orders from various customers through phone, e-mails and faxes.
Manages all imports/exports shipments.
Generate stock balance report, monthly and yearly inventory, stock forecasting and planning.
Coordinate with Warehouse, Logistics and Accounts departments for all deliveries.
Performs functions related to Sales and Promotion, Administrative, Sales Monitoring, Customer Service and others.
Provide secretarial support for the Food division, Plastic division and the HR Department.
Prepare commercial invoice and packing list for export.
Compile correspondence, circulars and memos
Manage LPO for invoicing and delivery.
Prepare Municipality documents for imported goods, Health certificates and Dubai Chamber of Commerce Certificate of Origins for export purposes.
Coordinate General Manager and Sales- Marketing Manager appointments. Attend monthly Managers Meeting and take the minutes of the meeting.
Customer service management, receiving and processing orders
Coordinates with local and international dealers and suppliers.
Maintain and update HR documentation including remuneration, leave application, attendance, and coordinate with the company P.R.O.
Performs secretarial and general administrative functions and acts as liaison between all the local chambers and outside agencies.
Works under the direct Supervision of the Regional Sales Manager - LUZON to attain to his assigned branches’ objectives through efficient management of sales and collection.
Works under the direct supervision of the Finance Manager, performs secretarial and general clerical works which are official, confidential and/or personal in nature to relieve superior of administrative and routine tasks: and does other related duties that may be assigned or required.
Graduate with Bachelor Degree in Business Administration major in Marketing at the Polytechnic University of the Philippines.
High school Diploma Graduate
Elementary education finish 7th Grade with distinctive honor.