Office Manager for Chairman & MD
Abdullatif Alissa Group
Total years of experience :31 years, 1 Months
ABDULLATIF ALISSA GROUP is one of the leading groups in Saudi Arabia, and a major player in automotive industry with a variety of quality products, sales and services. Abdullatif Alissa Group is currently authorized dealer for Nissan, Isuzu over 60 years of continuous success.
Responsibilities:
• Meet and greet clients and visitors
• Managing Chairman Calendar, schedule appointments/meetings for Chairman & MD.
• Streamlining the office operation through Self Correspondences & Emails.
• Preparing Business letters, messages and communication as per Chairman’s instructions.
• Preparing agenda and taking minutes of meetings.
• Arranging Hotels & Flight reservations for Chairman. Liaise with airlines, hotels and various agencies for the national and international tour and travel requirements.
• Process visit/business trip visa for US, UK & Schengen States for Chairman & his family.
• Maintaining and filing all records physically & electronically.
• Maintaining database of the various information/ contacts…etc.
• Ordering and maintaining office supplies i.e., equipment & stationaries…etc.
• Operate and trouble-shoot general office equipment like Computer, Scanner, Fax, Photocopy.
• Handle Petty cash, floats and expenses; prepare and forward expense account claims.
• Sending and tracking local/ International shipments.
• Ensure confidentiality of all Chairman’s activities and communications.
Worked as Office Manager/Sales Coordinator/ Telemarketer for a Chicago (USA) based multinational Software company in Riyadh with following responsibilities:
• Carried out various correspondences with local and international customers as well as coordinated with our offices in Canada, USA and UK.
• Managed all administration related issues for the company like flights arrangements and hotel reservations for our staff and guests when needed.
• Prepared offer letters and employment contract for the new hiring and maintained the HR records for all staff.
• Prepared and maintained the monthly payroll.
• Maintained the records for health insurance coverage as per the company policy coordinating with the insurance company.
• Followed up with our PRO for the governmental issues (i.e. visa, passport related works).
• Maintained leave records of employees and processed payment, air tickets for the employees who applied for their vacation.
• Managed all the local purchases on cash basis through Petty Cash.
• Answered all incoming telephone calls of customers/prospects and provided them with appropriate information about our products in a proper manner.
• Prepared and submitted quotations to our customers/clients and processed customers/resellers sale orders with Open-Text Canada upon the request of our sales staff.
• Prepared accounts receivables report and forwarded to our Finance Department in Canada on a weekly basis.
• Coordinated payment of electricity charges, telephone bills, office annual rent payment, car rental etc. for the company staff.
• Managed to purchase office supplies, business cards and letter heads printing for the company.
Saudi Office Systems was business unit of Dallah Al-Barakah Group and a major player in the IT business within the kingdom of Saudi Arabia. The Major business partners were Compaq, Kingston, HP, Cisco, Bay Networks & 3Com.
Responsibilities:-
• I was fully responsible for all communication with our International and local suppliers (i.e. getting prices and placing purchase orders according to our customer’s requirements.
• Assisted Managing Director/General Manager/ Sales Manager in preparation of tenders/ proposals and presentation for turn key solutions to our various customers/clients.
• Prepared price lists of our company products (i.e. Compaq Products, Kingston Memories, HP Printers and accessories) upon receiving it from our main distributer and distributed to our sales team.
• Managed all local purchases on cash basis through Petty Cash.
• Followed up with our forwarders for international shipments to deliver them in our stock.
Accounting Responsibilities:
• Generating of accounting reports such as Monthly Sales Report, Expenses, Receivables & Payables…etc.
• Posting of Vouchers
• Preparation of Invoices, Delivery Notes, GRNs, Store Requisitions by using accounting software.
Worked 3 years in Personnel Department as Executive Secretary to Personnel Manager with following responsibilities:
•Checked daily attendance sheet records of all staff and register to prepare monthly payroll.
•Processed Vacation/Holidays/Air Tickets entitlements of all staff as per Consulting Clinic’s Policy.
•Managed reservation/issuance of tickets to eligible employees as per company policies.
•Processed entitlements of resigning/terminating staff in accordance with the contract agreements.
•Processed Housing and Educational allowances of eligible company staff.
•Kept records of all staff in database like Nationality, Passport No., Iqama No.with expiry dates etc.
•Set-up record files of newly appointed staff, their monthly Payroll and provided health insurance coverage plans as per company policy.
•Prepared Employee’s Contracts.
