SR. Administration Officer
Sterling and Wilson
مجموع سنوات الخبرة :12 years, 5 أشهر
•Screening all telephone calls, inquiries, requests, and handling as necessary.
•Site contact for basic accounting-related tasks, e.g., processing invoices, payroll, billing and purchases of Admin related equipment and supplies.
•Maintain an inventory of office supplies and other administrative tasks as required.
•Support management projects as required.
•Coordinate with site P.R.O on the emergency issue.
•Coordinate site employee activities.
•Oversee day to day operations of remote site
•Dealing with the tenant affairs, issuing debit notes for rent and coordinate with the finance department for timely payments and ensuring assets are being used for companies’ business.
•Deal negotiates and coordinates with suppliers for general office equipment, accessories, and supplies.
•Coordination with Finance for timely payment of utility bills ensuring continuity of services.
•HR process for new employees
•Payroll issue end to end to follow and fix within the time period.
•Vacation process for staff and workers.
•Ticketing arrangements.
•Enter timesheets into QuickBooks.
•Maintains human resources records by recording new hires, transfers, terminations, changes in job classifications, merit increases; tracking vacation, sick, and personal time
•Supervise employees' work.
•Maintain working relationships with the assessment core manager.
•Make sure all-villa issues will be sorted out and the required assets have provided.
•Workers' payroll and HR issues escalate to R.O and fixe within the time period on a priority basis.
•Conducts staff meetings to discuss plans, outline new goals and objectives, review problem areas and disseminate administrative information.
•Maintains a system of communications and reporting between all staff members, as well as with other sites and departments involved in the ongoing operation of the program.
•Ensure the inventory items are properly displayed and stored.
•Single-point Contact Personal related HR/Admin.
•To develop and maintain administrative systems and procedures to provide support for HR activity and projects which may include arranging meetings, collating and circulating papers, preparing statistical reports, entering data on systems and following up action points.
•Coordinate with camp in charge and take daily updates.
•Ensure the camp staff is maintaining a healthy condition inside the accommodation by using the right cleaning and sterilizing ways with special attention to the toilet areas.
•Inspects all camp facilities and reports to the HR manager.
•Coordinate with operations support manager to provide proper furnished accommodation with all the necessary facilities that guarantee a decent stay for the residents.
•Ensure the rooms are furnished with good furniture and sleeping accessories (pillow, blanket, and mattress) for every resident.
•Ensure that setting up workers' housing should be from non-flammable materials, and all exits, and bedrooms doors must have fire resistance protection.
•Manage the stores and inventories in a proper way with respect to stocks, safety and storage conditions.
•Make material request for the villa maintenance
•Maintain complaint register.
•Assign driver for any emergency issues 24*7.
•Coordinate with the HSE department to implement company food safety manual and updated training materials.
•Maintain a proper security access system by controlling the entry and exit of the resident workers as well as a guest or other foreigners to the premises.
•Arranging transportation for the people coming and going on a vacation or new people.
•Maintain the recreation facilities available in the Camp.
•Hosting tournaments at camp to make a friendly atmosphere in staff and workers.
G.R.O applications monitoring to finish within SLA (Service Level Agreement) period.
Single, Multiple re-entry and Final Exit through Muqeem.
All G.R.O applications tracing on a daily basis and if anything has been not done within time as per SLA need to make analyze reports.
Every month of ending prepare SLA reports of all dept related staff and make reports and share with management.
Make new ideas and new propagandas for publicity for awareness.
Improve the online system and coordinate with HQ IT.
Trace the BTA employee visa validity and issue monthly reports of BTA Employee.
Employee’s Visit Visa extension responsibility for the process within the timeline.
Responsible for the Iqama renewal and issue new iqama.
Maintain total staff Iqama records.
Single Re-entry, multiple re-entries, and Exit through Muqeem responsible.
Insurance renewal.
Profession change and sponsor transfer ship follow up till Iqama received.
Follow up who resigned or terminated but still in Company.
Keep arrangements for the Iqama renewal in advance 90days before.
Dept. related information should be publicity through mails or wall posts.
Keep the Employee records updated for the exit & new employee.
Maintain Work standards and regulations.
Preparing each business work efficiency report and hand over to the Director.
Available for the 24*7 for the office issues.
Responding to faxes and Distributing posts.
Perform filing, data management, drafting and editing short office memos
Handling incoming/outgoing calls and documents.
Monitoring inventory, office stock and ordering supplies as necessary.
Coordinate with HR Dept. for any required (termination, Resignation and for the issue new work visa reports) employee reports.
Create ego claims office expenses.
Managing correspondence Retrieving documents maintaining data entry applications.
•Greeting and assisting guests.
•Responding to faxes and Distributing posts.
•Scheduling appointments and travel arrangement.
•Managing the day-to-day Operations of the office.
•Perform filing, data management, drafting and editing short office memos
•Handling incoming/outgoing calls, correspondence and filing.
•Preparing business and Vacation benefits and Air ticketing for employees.
•Arrange Flight ticket Budget reports quarterly to accounts dept.
•Monitoring inventory every month, office stock and ordering supplies as necessary.
•Keeping Accurate Contract Papers.
•Provide assistance to Human Resources team if required.
•Check Attendance, Leaves, and overtime benefits on employee timesheets.
•Control and maintain project Record of incoming and outgoing document.
•Photo copying and printing various documents, sometimes on behalf other colleagues.
•Ordering and maintaining stationery and equipment supplies.
•Sorting and distributing incoming files and sending outgoing files.
•Process new documentation for starters and leavers.
•Handle and respond to discrepancies and queries relating to payroll.
•Monitor existing documents to ensure they remain thorough, accurate and up to date
•Verifying documents i.e. Invoice, packing list, Weight List, Certificate of Origin, Exporter Certificate, Shipment Advise, Delivery Note & Legalized Documents as per customs requirements.
•Follow the day to day operations related to own jobs in the Custom clearance to ensure continuity of work
•Manage all documents in relation to customs clearance.
•Reporting to Logistic Manager Liaise with Accounting department
•Ensure on time, accuracy and completeness of required shipping documents.
•Develop and implement cost saving measures,
•Inform Assistant logistic Manager once container is release from custom to arrange transports.
•Other ad hoc duties, such as filing and photocopying, mail, should be expected.
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