Assistant Supervisor
House of Enspa
مجموع سنوات الخبرة :18 years, 11 أشهر
Establish relationship with clients through high standards of customer service.
Leads by example for the team to deliver an exceptional service to our clients and ensure that the operations run smoothly.
Duties includes administration, reception/front desk, back-office computer operations, cashiering/money collection.
Ensure team members are aware of company health and safety procedures, making sure to report and rectify any observed safety issues or accidents to the management.
Assist the manager as and when requred in the hiring, training and motivation of staff.
Deals with any customer issues, first port of call and direct contact for clients.
Assist the manager in the selection and ordering of products, supplies and equipment.
- Coordinate with various vendors and service providers to ensure compliance
with specific project deadlines.
- Provides logistical support on administrative and liaison works which includes
visa applications and hotel accommodations for all delegates and staff.
- Review and edit manuals with the published outlines for conformity to standards.
- Prepare and arrange seminar documents for printing and distribution.
- Organising and coordinating training meetings .
- Coordinating and communicating with hotels for meeting rooms and ensuring that the contractual agreements are aligned with the SOP's.
- Thoroughly reviewing both hotel contracts, banquet events orders and consultant contracts and ensuring that the terms and conditions agreed upon are correct, adhered to and up to standard before submission to Finance team.
- Sourcing for the best qualified consultants to deliver the training through various web technologies, social media, resume databases and referrals from networking events while reducing cost of Labour.
- Working with international acclaimed accreditation bodies such as ILM, HRCI and PMI in the issuance of accredited certificates accordingly as set standard of operation.
- Coordinating with our travel agents and hotel coordinators in sourcing and booking suitable flights and hotels and visa application for the top management, consultants and clients.
- Updating the ERP, the website and the unified filing system set in by the company.
- Updating the whole team and management through a weekly report and reviewing the daily reports submitted by instructors during the course of the week.
- Maintaining and improving databases of client accounts and external vendors, including updating information whenever necessary.
- Maintain and upgrade documents, records and other relevant functions.
Accounts
1.Ensure petty cash is sufficient and available at all times and expenditure within allowed company limit. Posting of petty cash in SAP.
2.Managing intercompany processes by monthly invoicing. Posting inter company invoices in SAP.
3.Preparation of payments to vendors thru online bank transfer. Posting of payments in SAP.
4.Bank reconciliation of accounts.
5.Other relevant bank transactions.
Purchasing/Procurement
1.Purchase requisition creation in SAP. Check proper allocation of PR data \[cost center, material group etc\}. Check financial data \[value, quantity\].
2.Purchase order creation. Issuance of SAP PO. Follow release of the SAP PO. Send the PO to supplier. Supplier order acknowledgment.
3.Follow up material/ service flow and tracking delivery lead time and goods reception.
4.Handles three way match process(PO, invoice, GRN, delivery of original invoice to finance on time and invoice booking in SAP.
5. Reconciliation of supplier each month and communicating payments made.
6. Vendor management in SAP.
Human Resource
1. Coordinate application of new quota, visa, EID and other requirements for the onboarding process.
2.Coordinate visa cancellation and other requirements for the offboarding process.
Administration
1. Coordinating with banks for account opening of new employees and account closing of leaving employees.
2.Travel and accommodation management of staff.
3.Coordination of office repairs and maintenance.
4.Ensure adequate office supplies.
5.Handles telecoms request such as request for new simcards, upgrades, downgrades, cessation of services.
6.Handles car rental transactions such as ordering of new vehicles, request for repairs and maintenance and fuel card management.
7.Attestation of relevent company documents.
8.Prepare and review correspondences, drafting letters, memos, NOC’s etc.
9.Provide general admin support.
1. Telecoms Administration
• Process request for landlines, ADSL, MPLS, cellular device with data & voice plan as per the company policy.
• Work with service providers to understand various cost effective data & voice plan options, work with them to update outdated plans & current plans.
• Understand the service provider billing system to make sure the company is correctly billed for the plans.
• Liaise with various Dubai & AUH Sites, head office departments, subsidiaries, and affiliates with regards to account opening, cessations, migrations, upgrade & downgrade of services, replacements and mobile communications requirements of the entire group.
• Maintain, track & update data/voice plans with the required information for the employee’s based on location.
• Place order with the service providers to process the order & follow-up until delivery.
• Support the onboarding process as necessary to make sure eligible candidates receive cellular device on day one of arrival.
• Support the off-boarding process as necessary to make sure all data voice plans are cancelled accordingly & the device returned.
2. Office Administration
• Maintains the time attendance system for the group. Responsible for updating the systems of new staff & employee’s leaving the company. Ensure optimum performance of all staff through promotion of good attendance.
• Ensure timesheet are submitted to Payroll on the specified submission dates.
• Ensure that petty cash is sufficient and available at all times & all expenditures are within the allowed as per company policy.
• Ensure that all Material Transfer Orders & Transit Orders are legitimate and have undergone all approval process.
• Ensure that all LPO’s have the necessary approvals.
• Liaise with Purchasing Coordinators & Purchasers regarding relevant issues.
• Arranging meetings, booking rooms, & conference facilities
• Maintain adequate supplies & office equipments all in running condition
• Prepare & review correspondences, provide secretarial functions, screening, answering, and transferring calls to recipients.
• Liaise with drivers and Technicians regarding calls as per priority
• Liaise with Transport Department regarding vehicle & driver issues.
Process exit clearances of resigned/terminated employees.
• Coordinates the receipt, distribution & tracking of documents in order to facilitate document control functions in compliance with project procedures.
• Ensure the document referencing system adheres to Project Filing Index as per Project Quality Plan.
• Check accuracy of document titles, numbers and revisions.
• Perform routing of documents through a predetermined workflow.
• Track Document Review Forms, Site Intructions, Request for Informations, Shop drawings, Material Submittals, Technical Submittals and As Built Drawings and ensure their distribution.
• Generate weekly and monthly register reports highlighting the status of reports to the Engineering Manager in order to support adherence to project schedules.
• Maintain and archive a complete and comprehensive controlled copy of project documents including drawings and details and all the necessary project documentation.
• Maintain a product library for all material samples and product data sheets.
• Maintain a library of all Subcontractor Company Profiles, and pre-qualification questionnaires.
• Register and store all awarded and unawarded subcontractor and supplier tender submissions for the projects.
• Archive project documents as instructed upon project completion in conjunction with the commercial department.
• Maintains the register of QA/QC documents such as Work Inspection Requests, Material Inspection Request, Non Conformance Reports (NCR), Field Memorandum, and Safety Violations. Update each status to the QA/QC Manager for proper action.
• Respond to various inquiries of external parties such as the design consultants, client’s representatives and Subcontractors regarding various submittals.
• Maintains the register of the following handing over documents such as: Snagging/De-snagging, Request for Clearances and Turnover Certificates.
• Managing and motivating the team to increase sales and ensure efficiency;
• Managing stock levels and making key decisions about stock control;
• Analyzing sales figures and forecasting future sales volumes to maximize profits;
• Analyzing and interpreting trends to facilitate planning;
• Using information technology to record sales figures, for data analysis and forward planning;
• Dealing with staffing issues such as interviewing potential staff, conducting appraisals and performance reviews, as well as providing or organizing training and development;
• Ensuring standards for quality, customer service and health and safety are met;
• Resolving health and safety, legal and security issues;
• Responding to customer complaints and comments;
• Promoting the organization locally by liaising with local schools, newspapers and the community in general;
• Organizing special promotions, displays and events;
• Attending and chairing meetings;
• Updating colleagues on business performance, new initiatives and other pertinent issues;
• Touring the sales floor regularly, talking to colleagues and customers, and identifying or resolving urgent issues;
• Maintaining awareness of market trends in the retail industry, understanding forthcoming customer initiatives and monitoring what local competitors are doing;
• Initiating changes to improve the business, e.g. revising opening hours to ensure the store can compete effectively in the local market;
• Dealing with sales, as and when required.
• Responsible for reviewing count of all physical inventories, generating department audit reports, reconciling computer data with physical counts taken and reporting errors found.
• Recommends best practices to reduce errors in inventory accuracy.
• Performs inventory audit of paper works and data entry at the receiving dock, each department area and any outbound area, such as shipping or layaway.
• Reviews daily sales reports and negative inventory reports to locate discrepancies in the data.
• Communicates on a regular basis with the Central Warehouse and Corporate Accounting department.
• Check figures, postings, and documents for correct entry, mathematical accuracy, and proper codes.
• Operate computers programmed with accounting software to record, store, and analyze information.
• Comply with government and company policies, procedures, and regulations.
• Debit, credit, and total accounts on computer spreadsheets and databases, using EPICOR financial system.