Office Manager and Executive Assistant
Dubai Airports
مجموع سنوات الخبرة :14 years, 0 أشهر
Successfully managed an administrative team of 10 team members, who looked after 1500+ people.
Handle yearly budgets submissions, reviews, and forecasts for the unit.
Part of the leadership team where I managed 7 EVP SVP and VPs.
Oversaw all communications of all new project roll outs or news within the airports onto various channels and platforms.
Administered all cost cuts exercises and practices with low impact on the business.
Run events for the whole airport, both digitally and in person, in a cost effective manner
Rolled out new software’s and trained the employees.
Ran Team Ice breakers for events.
Found and implemented new innovative ways to ensure the proficiency of the systems we adhered to the Dubai paperless strategy.
Handled client relation with prospects who looked for business with DA
Monitored team expenses vs. budget and prepared monthly reports and forecasts.
Provided financial reports to the management as and when needed.
Created paperless solutions and worked with suppliers to make an online systems.
Controlled all the budget releases according to the budget line items.
Ensured all F&B Accommodation and all Meraas sub offices utilities bills were paid, divided by cost centers to ensure budget is allocated.
Managed all office consumable orders and dispatches,
Met, Researched and handles the bids to suppliers.
Created inventories, and handled asset management of all offices.
Ensured responsible team members updated regularly the files related to project proposals.
Customer (internal/external)needs and satisfaction.
Completed company incorporation in the JLT Free Zone and setup the company office.
Set up operational framework and processes(HR, procurement, contracts, finance and admin).
Established long term agreements with key clients and managed relations.
Hired and managed lead claims consultants and core support team.
Managedaccountspayableandreceivable, followupwithclientsonpayments.
Reporting to the Director of the Centre of Excellence for Productivity at the Pepsi Co Asia, Middle East and Africa, I have the following responsibilities:
Budget tracking: track and maintain budget sheet for travel of the team as per set budget for the department;
Assist in monitoring receipts/expenses and prepare reports on a monthly basis/as needed.
Review expenditures for compliance with PepsiCo current rules and regulations.
Control all the budget releases according to the budget line items.
Monitor petty cash expenditures.
Ensure timely payment of salaries, utilities, invoices etc.
Liaise with country offices regarding financial matters.
Ensure regular updating of files related to project proposals, agreements, budgets, financial reports, narrative reports, amendments, extensions, no cost extensions etc.
Provide financial reports to the management as and when needed.
Presentations: assist with business presentations and reports in PowerPoint, Word & Excel.
Team Project: assist and co-ordinate project based work.
Travel & Expenses (T&E) / Supplier Invoices (Oracle): submitting team’s T&E and reconciling AMEX statements to expense reports.
Liaise with outside vendors to ensure payment on timely basis and in accordance with finance procedures.
Reporting to the Deputy Regional Director of the Europe and Middle East Office, I have the following responsibilities:
• Assist with the administration and monitoring of all aspects of project implementation including financial, budgetary and administration;
• Assist in preparing documentation required in the recruitment of international consultants, ensuring proper administration of contracts;
• Draft for clearance by portfolio managers, authorizations to Country Offices to undertake project-related activities and incur expenditures and/or increase funds as necessary;
• Review subcontractors invoices and check supporting documentation to ensure that services provided and claimed are in conformity with the terms of the contract then process payments;
• Check availability of funds, verify and forward certification for payments/invoices from consultants/firms to the Payment Unit and follow up on pending matters to ensure that prompt action is taken;
• Respond to incoming calls and answer questions directly from Country Offices, Bureaus, consultants, companies etc. regarding various project matters;
• Establish and maintain working files for projects;
• Arrange appointments and meetings and travel for the Deputy Regional Director with consultants, project staff and UN colleagues; receive visitors and help to answer inquiries;
• Review and confirm appropriateness of operational transactions processed through the interpretation and determination of applicable policies, rules and regulations i.e. disbursements within authorized limits, payroll, contractual agreements, payments to suppliers etc.;
• Analyze reports, investigate and prepare adjustments as required;
• Train personnel reporting to the clusters on policies and payment procedures; and
• Effectively communicate and monitor implementation of new financial rules and regulations
My main responsibilities included the following:
• Prepare monthly reports on the team performances.
• Prepare financial presentations on the company’s performance.
• Maintain database of vendors authorized for use by the Division.
• Place purchase orders with vendors as and when required.
• Handle daily schedule for the Managing Director.
• Coordinate the Managing Director’s business trips and itineraries.
• Filter all calls and meeting requests.
• Organize road shows and conferences.
• Assist the Investment Banking team with their daily schedule.
• Keep track of all clientele passports, numbers addresses and their investments.
• Maintain the account of the Division and approving what would be charged on the Division’s account.
• Maintain the original Documents Archive and updating it periodically.
• Handle client’s request via telephone and mails.
• Liaise and following up with divisional managers on behalf of the Managing Director.
• Have full authority in office matters in the absence of the Managing Director.
• Keep a holiday planner for the Divisions staff; maintain their schedules and rosters.
• Take minutes in meetings.
• Manage sensitive information including finance and HR material to keep the Managing Director informed during his business trips.
I performed the following specific duties and responsibilities whilst reporting directly to the Head of Operations:
• Act as an effective communication channel for all business units.
• Respond and entertain all inbound calls and divert if necessary.
• Provide updates and notifications to serviced OCs for their requests.
• Manage and update UNOPS asset inventory log, including warehouse inventory log.
• Provide information to requester and the Procurement Section regarding warehouse availability of items requested, and seek approval for replenishment.
• Liaise with logistics/operations and supplier for timely delivery of items / services as per issued Purchase Order.
• Track and record delivery of items and retrieve Receipt and Inspection Reports for archiving.
• Data gathering of all accounts, contacts and other data.
• Uploading of the data gathered; vendor contact details, staff contact details, UNOPS and other UN agencies.
• Provide list of vendors from central vendor database.
• Vendor database regular maintenance. Send Vendor Profile Form and log received documentation in the software being used.
• Procurement Price List Database creation and data maintenance.
• Liaise with the Procurement Section in the maintenance of the Supply Chain Tracking Database and provide easy retrieval of information whenever requested.
• Regularly update database for archiving documentations such as Long Term Agreements, Delegation of Authority.
• Uploading of CV/P11 to HR Central Database.
• Managing the general day to day running of the office; maintain a diary of the daily meetings.
• Arranging travel, appointments, meetings etc.
• Handling queries from clients via telephone and mails.