Office Manager /Training and Procurement Coordinator
SGS Gulf Limited
Total years of experience :33 years, 10 Months
Office Management and HR Administration
• Manage the daily organization of AMC Office’s facility.
• Support the AMC office in the day-to-day operational activities.
• Liaise with building management for general facility requirements, fit-outs, maintenance and repairs, inspections, fire drills, cleaning, parking, employee building access, etc.
• Coordinate with IT department on IT infrastructure. Ensure availability and functioning of office equipment and provision of internet and electronic equipment access.
• Manage the Reception area and team members, including overseeing vendor relationships, procurement of office and pantry supplies, courier services, and other routine office needs (e.g., arranging business cards, transportation, tax booking).
• Organize, coordinate, and manage events, meeting/conference room reservations and catering/ refreshments.
• Responsible for applying of Letter of Assistance for CICPA passes for employee and vehicles, NOC letter for JAFZA passes and gate passes as required.
• Coordinate transportation requirement (bus and car rental) during company events (e.g., ADIPEC. clients visit and training).
• Provide ad-hoc support for executives.
• Assist in arranging job offer letter, visa and medical checkup, Emirates ID and JAFZA pass.
• Support HR in developing, implementing, distributing changes in HR process, forms, templates, policies, and procedures.
• Maintain records of employee documentation, leave applications and balances, air ticket entitlements/issuances and all other records pertaining to personnel records.
• Provide payroll input, i.e. deduction and additional allowances. Ensure timely submission of timesheets for inclusion in the monthly payroll.
• Serve as a point of contact between employees and HR on salary certificate, bank letters, employment letters, NOC for visa application, etc.
• Assist in the onboarding process for new hires, coordinate with IT on the issuance of company laptop and mobile phone.
• Coordinate demobilization processes, including demobilization ticket arrangement, visa cancellation, clearance/return of company property and FS.
• HRIS management
Travel and Accommodation Management
• Manage in-flights arrangements, local and international ground logistics and hotel reservations for employees including family and visitors.
• Provide high-level of support to senior management and C-Level global executives’ travel requirements, local and global.
• Manage employee’s long-term accommodation and staff house.
Procurement and Accounts (P2P)
• Purchase Order Issuances (OPEX, CAPEX, Affiliate) - create PO for products and services to support the AMC Business Lines (BL) requirements, based on the approved requisition and RFQs.
• Continually monitor KPI’s to ensure progress against purchase orders, in line with the agreed delivery timing.
• Bargaining on payment terms, prices, and lead times to ensure the delivery target dates as requested by BL’s.
• Monitoring of PO issuances, maintain and organize the Procurement digital library.
• Coordinate with the Procurement Team on Supplier/Vendor Qualification and Registration in the system. Ensure that the required documentations are complete and in order.
• Liaise with finance for the payments and advise the supplier on the fund transfer.
• Monitoring of payment status against the agreed payment terms and SOAs.
• Monitor, maintain and organize IDNs and Tax Invoices submission and booking.
• Client and Affiliate Invoice issuance.
• Monitoring and review of monthly PnL and other financial expenses and coordinate the same with the respective Business Lines Managers and AP/Finance Team.
• Preparation of periodical financial reports.
• Manage the HRIS using ERP system.
• Staff daily attendance monitoring and payroll preparation.
• Staff welfare management, i.e. Medical Insurance, Leave Benefits, Accommodation
• Payroll and Benefits administration including last settlement, monthly payroll, overtime pay, and deductions.
• Recruitment and new joiners coordination.
• Hotel and ticket reservations for staff and Managers.
• Visa coordination.
• Performs other duties as maybe assigned by the HR Director.
Duties and Responsibilities:
Provide general administrative and secretarial support to the CEO and other top Senior Management.
Prepares presentations, reports/correspondences and manage filing system.
Diary management, internal/external meeting and event scheduling.
Arranges travel requirements, hotel booking, visa formalities and company guest house’s management.
Arranging and preparing foreign visa requirements.
Manages travel/air ticket and hotel booking for the CEO and other Senior Managers.
Coordinates and establish good rapport with travel agencies and hotel agents
Monitors and review Billing Statements from travel agencies and hotels
Coordinates with hotel provider and travel agencies for corporate accounts applications.
Arrange and coordinates airport guest’s “meet and greet”, airport pick-ups, and car rentals.
Manage table bookings and reservations during CEO’s luncheon meetings.
Organize and coordinates meetings and seminars (internal or external providers)
Initiates the sourcing out of training venues
Manages staff compensation and benefits such medical insurance and claims, annual leave benefits.
Liaises with brokers and real estate agents on facility management.
Initiates the inventory and procurement of office stationeries.
Oversees the operation of the front office/reception desk.
Coordinates with the concern person on sending and receiving couriers, mails and emails as well as fax documents.
Records / filing (hard and e-copy) management.
Initiated the drafting of amendment on the existing HR policies and procedures complementing the current corporate status of the Group.
Employees benefits management, i.e. annual leave, final settlement/gratuity, etc.
Coordinates with the Payroll Officer on time sheets, overtime, attendance, and deductions.
Manages staff medical insurance; inclusion and deletion of members, submission of reimbursement claims.
Coordinate the opening of bank of account, preparation of salary letter.
Updates and consolidates organizational chart, manpower reports and other HR related reports.
Recruitment and Staff Administration
Spearheaded the advertising of vacant posts, contacting headhunters and agencies, and direct applicants.
Created database of applicants’ cv.
Initiated the short-listing of applicants, as well as interview scheduling.
Ensure the accuracy of the preparation of Offer of Employment Letter.
Coordinate the issuance of access cards, creation of company email address and other equipment required.
Conducts induction/orientation to newly joined staff; exit interview for leavers,
Internal posting of announcements, events and new policies.
Training and Development
Developed Performance and Development Plan (PDP) form in consonance with the introduction of performance evaluation activities within the Group.
Prepares training/workshop materials.
Assist the HR Director during training.
Coordinates with training providers on training calendar.
Initiated the sourcing out of training venues.
Administrative
Provide general administrative and secretarial support to the HR Director.
Diary management, internal/external meeting and event scheduling.
Arranging travel requirements, hotel booking, visa formalities.
Coordinates with the showrooms on administrative matters in support to the operations.
Oversees the operation of the front office/reception desk.
Duties and Responsibilities:
Spearheaded compensation and benefits processes such as payroll, medical insurance, leaves, benefits, etc.
Created HRIS, payroll systems, leave and gratuity computation.
Support the HR Manager in Human Resources management against time bound targets in a highly demanding pace.
Initiated the implementation of company policies and procedures on employees final settlements, resignation, gratuity and accumulated leaves.
Supervise and monitors Labourers’ Issues
o Payroll processes
o Salary distribution
o Welfare
Handled employee queries on payroll issues and prepares written response on the queries.
Overseen the implementation of HR administration part
o HRIS and database maintenance
o General inquiries
o Provide information and documentations as required
o Logistic requirement such as accommodation, transportation, visas, opening of salary transfer account etc.
Improved employee morale through the implementation of better Employee Relations policies.
Recruitment
Responsible for undertaking the external facing process of advertising posts, contacting agencies and direct applicants.
Initial filtering of CVs and logging, as well as interview scheduling.
Ensure the accuracy of the preparation of Appointment Letter.
Duties and Accomplishments:
Finance
Consolidated general ledger of monthly disbursement vouchers.
Prepared accounts payables and checks issuances worksheets for submission to World Bank.
Coordinated with the World Bank on the release of special funds.
Consolidated monthly, quarterly, annual financial reports and statistics of funds used.
Projected monthly cash flow and disbursements.
Spearheaded the preparation of withdrawal application requests and business correspondence to World Bank.
Participated in the audit exercise during World Bank Mission within the Project site
Human Resources
Overseen payroll processing, benefits, bonuses, remittances and claims.
Handled employees’ relation
Attendance monitoring
Maintained office services and office efficiency.
Duties and Accomplishments:
Finance
Prepared spreadsheet of paid invoices and disbursement vouchers.
Effectively monitored payment of accounts payable to suppliers, services and training providers.
Prepared and follow-up payments of withdrawal applications, replenishments of imprest account, direct payments request to Asian Development Bank;
Coordinated with the Asian Development Bank on the Project’s accounts matter.
Participated in the annual audit conducted by the Asian Development throughout the Project sites.
Human Resources and Administrative
Represented the Project on the settlement of personnel conflicts and issues.
Managed the preparation of payroll, overtime payments, annual and periodical bonuses, and settlement of last payment.
Monitored staff attendance.
Prepared business correspondence and communications to offices involved in the implementation of the Project;
Attended to annual inventory and recording of office equipments and materials procured across 3 Project sites.
Received and inspected supplies and materials delivery.
Maintained office efficiency and services.