Office Manager
Airships Arabia DWC L.L.C
Total years of experience :16 years, 0 Months
Airships Arabia offers aviation, logistics and management consulting with a specific focus on matters relating to airships, hybrids and aerostats to government and commercial clients.
Key Responsibilities:
•Act as a gatekeeper for MD’s incoming calls and visits
•Setup and Maintain a comprehensive filing system for correspondence, business matters
•Ensure maintenance of physical office space and equipment
•Prioritizing important office tasks and making sure they get done first
•Taking accurate MOM’s
•Organizing the office layout and maintaining supplies of stationery and equipment
•Ensuring the office work environment complies with all legal requirements
•Handling Managing Director’s calendar as well as travel and reservations arrangements (Hotels, Airlines, Transportations, Events)
•Perform bookkeeping processes and organize the storage of data through Xero bookkeeping and HR software
•Handling office budget and petty cash
•Assist with planning and execution of corporate events.
•Attending and preparing reports for the events and the exhibitions
•Managing renewals of the company’s’ and employees’ documents such as license, health Insurance, visas
•Preparing payroll; assigning and monitoring clerical functions
•Maintain and facilitate HR files, records and procedures
•Preparing and monitoring attendance sheets for company employees
• Maintain and facilitate the use of Company files, records, documents
•Maintain confidential employee records
•Keeping accurate records of staff holidays and sickness.
•Work with the hiring manager on job openings and set-up interviews
Founded in 1944, Parsons, an engineering, construction, technical, and management services firm. Parsons is a leader in many diversified markets with a focus on defense/security, industrial, and infrastructure.
Key Responsibilities:
•Planning, coordinating and ensuring the Executive's schedule is followed and respected
•Translating correspondents
•Alerting the Executive of upcoming commitments and responsibilities having a sense of the issues taking place in the environment and keeping the Executive updated
•Providing support to the Executive, ensuring all documentation is presented in a manner supporting the work progress
•Preparing and edit correspondence, communications, presentations and other documents
•Arranging and coordinate meetings and events
•Monitoring, screen, and distribute incoming communications
•Receiving and interact with incoming visitors and external clients
•Liaising with internal staff at all levels
•Coordinating project-based work
•Supervise, coach and train lower level staff
•Assisting in preparing the final proposals of the tenders
•Attending tender results announcements and keeping records of the figures and comparators proposals details
•Preparing tender final prices reports
Roads Projects Department)
Local Roads and Drainage Programme
Company Brief:
The Public Works Authority 'Ashghal' was established in 2004 to be responsible for the planning, design, procurement, construction, delivery, and asset management of all infrastructure projects and public buildings in Qatar. Ashghal’s key responsibilities include governing the design, construction, and management of major projects including roads, drainage and buildings such as public buildings, schools and hospitals.
Key Responsibilities:
• Respond and resolve difficult and sensitive citizen inquiries and complaints
•Alert manager about cancelations or new meetings
•Schedule meetings and arrange conference rooms
•Prepare time sheets
•Supervise office staff
•Manage travel and schedule
•Prepare agendas for meetings
•Supervise document controlling
•Coordinate with municipalities
•Arrange events and ensure delivery on time
•Ensure personnel file are up to date and secure
•Prepare confidential and sensitive documents
•Ensure filing systems are maintained and up to date
•Ensure protection and security of files and records
•Administering staff leave records
•Prepare circulars and administrative memorandums and outgoing mail
•Plan and implement office systems, layout and equipment procurement
•Liaise with all departments, PMC, and GEC’s
•Order and stock office supplies as necessary and processes purchase of such items
•Maintain probation period evaluation system in place for all newcomers as per company policy and labor law
Founded in 1964, KEO delivers world class professional design and management services, offers award winning architectural design, progressive infrastructure engineering and highly ranked project and construction management known for quality and professionalism.
Key Responsibilities:
• Draft and update of documents such as job descriptions, employee handbook, performance
appraisal, forms, SOP, policies and other HR related documents.
• Sourcing candidates via recruitment agencies and job online advertisement
• Screening the candidates by resume shortlisting, phone interview and personal interviews
• Coordinate with the concerned departments & background verification of the shortlisted candidates
• Issuing Letters of Offer/Intent/Employment to the selected candidate
• Maintain employees’ leaves, medical and attendance record
• Keeping track of employees’ attendance / absenteeism and report to Operations Manager
• Review, update and maintain proper filing such as employees’ medical insurance policies
• Conduct orientation program and briefing to new employee
• Setting up / Update / Forward email addresses for new employees and resigned employees
• Conduct exit interviews to identify reasons for employee’s termination
• Planning of company events or activities on occasions by management’s approval
• Organizing training sessions or trainings for employees ensuring they are fully equipped to be able to perform their duties.
Petrogas “Petroleum Gas " is one of the Egyptian oil sector companies, which was founded in 1979 to be responsible for the provision and the mobilization of butane gas to all the provinces in Egypt
Key Responsibilities:
•Manage travel and schedule
•Act as CEO’s eyes and ears to keep him updated of all ongoing related business matters
•Prepare agendas for meetings
•Supervise document controlling
•Assist in resolving any administrative problems
•Administering staff leave records
•Schedule appointments, read and route incoming mail
•Handle sensitive and extensive confidential information
•Open, sort and distribute incoming correspondence
•Answer calls from customers regarding their inquiries
•Prepare and modify documents including correspondence, reports, drafts, memos, and emails
•Coordinate development of meeting agenda
Factory Brief:
Founded in 1972 as a part of Mohamed Abdulrahman Al-Bahar Group. In 1980 factory began to manufacture detergents under license from Unilever for Kuwait and other G.C.C markets.
Key Responsibilities:
•Managing Payroll Process through a payroll software system
•Maintaining employees’ files and the HR filing system
•Welcome new employees to the organization by conducting orientation
•Keep Resumes database and filing system
•Call candidates for interviews and ensure bringing all documents required for residence.
•Maintain probation period evaluations for all new employees as per company policy and labor law
•Administering staff leave records
•Manage all incoming /outgoing correspondence like regular mail, courier, faxes, and e-mails telephones
•Maintain total confidentiality of all matters relating to the assigned department
•Preparing reports memorandums and other types of correspondence and distribute it as advised
Sector: English Section – Tourism Guidance Department •Overall grade: Very good. •Advanced office management and Secretarial skills Training Programme. (May2013-Dec2013)
