Office Manager / HR Coordinator
Oceanic Resources International
Total years of experience :16 years, 1 Months
Management of Info mailbox
Arranging consultant's interview appointments with candidates
Formatting CV’s, completing and saving psychometric reports, preparing company service packs
Issuing employment contracts
Conducting orientation sessions for new staff
Providing all employees with HR support and inform them on the policies and procedures
Creating andmaintaining personnel records for each employee
Maintaining holiday approval process and record of all staff Holiday & Absence
Ensuring company handbook, employee contracts and health and safety policy
comply with current laws, ensure all staff receive copies and acknowledge receipt
Organization and administration of appraisals
Creating monthly pay slips, pass to Management for approval & payment processing
Handling all employee visa processing with DMCC Authority
Maintaining record of all employee visa status and renewal dates
Maintaining record of company licenses & Insurance policies and ensure directors
informed of renewal costs and due date to prevent any lapse whilst ensuring all DMCC requirements are met
Weekly and Monthly stats reporting (client ranking, sales charts, commissions, placements)
Maintenance and management of in-house CRM system (Vincere)
Management of client mailshot process
Website content administration
Generating client invoices and updating sales charts
Follow through as per credit control policy until payment received
Updating bank account records for all transactions
On-going maintenance of office and equipment (arranging workman for repairs / obtaining quotes)
Ordering of stationery and office supplies, sourcing and management of new and existing suppliers
Completing "IT set up” for new starters and removal for leavers
IT support - liaise with local IT support (Office 365 and Vincere) as required
Providing administrative and support services to office staff;
Receiving, forwarding and coordination of internal Help Desk requests;
Making records of all internal Help Desk requests;
Receiving call and email inquiries (sales & leasing inquiries);
Forwarding and assigning inquiries to agents;
Maintaining CRM database by entering customer information.
Answering all incoming calls to the switchboard in line with company policy;
Filtering and transferring calls as appropriate; Accurately taking and delivering messages;
Meeting, greeting and handling of company visitors and clients;
Receiving and distributing mails and courier packages; Preparing and organizing delivery of courier packages;
Booking on-site meeting rooms as requested
Producing information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics;
Organizing work by reading and routing correspondence and collecting information;
Completing requests by greeting customers, in person or on the telephone; answering or referring inquiries;
Preparing reports by collecting information;
Securing information by completing database backups;
Providing historical reference by utilizing filing and retrieval systems;
Keeping financial records.
Dealing with customer inquiries, complaints, product exchanges, returns and providing clarification on company´s policies, terms and procedures;
Coordination of the logistics with the Buying Head for pickup of products customers have ordered from various suppliers;
Contacting customers to conduct verification process, confirm delivery times and locations and coordinate packaging and timely delivery to customers;
Liaising with different shipping companies for outside of UAE deliveries;
Tracking and troubleshooting the product from the time a customer places an inquiry or order till the order is delivered ensuring customer satisfaction;
Maintaining the website - uploading and editing product description, updating prices, generating invoices through CMS etc.
Managing the food and beverage provision for functions and events;
Supervising catering and waiting staff at functions;
Planning menus in consultation with chefs;
Recruiting and training permanent and casual staff;
Organizing, leading and motivating the catering team;
Planning staff shifts and rotations;
Ensuring health and safety regulations are strictly observed;
Budgeting and establishing financial targets and forecasts;
Monitoring the quality of the product and service provided;
Keeping financial and administrative records;
Managing the payroll and monitoring spending levels;
Maintaining stock levels and ordering new supplies as required;
Interacting with customers if involved with front of house work;
Liaising with suppliers and clients;
Negotiating contracts with customers, assessing their requirements and ensuring they are satisfied with the service delivered (in contract catering);
Ensuring compliance with all fire, licensing, and employment regulations;
Maximizing sales and meeting profit and financial expectations.
Recipient of Serbian National Scholarship (given to students with 3.4 GPA or higher); June 2009 - December 2009 Three month internship in Quality Management Department at Pharmacy Belgrade, pharmaceutical company for production and distribution of medicines.