HR Operations Executive
Gulf Food General Trading for Food Stuff Co.
مجموع سنوات الخبرة :12 years, 9 أشهر
1. Handled all scheduling for the Managing Director's calendar and prepared meeting agenda and materials.
2. Organized and updated schedules for more than 4 executives.
3. Managed the MD's complex and frequently changing travel arrangements and coordinated pre-planning of trips.
4. Maintained office supplies inventory by checking stock and ordering new supplies as needed.
5. Preparing reports, memos, invoices letters, and other documents.
6. Answering phones and routing calls to the correct person or taking messages.
7. Filing and retrieving corporate records, documents, and reports.
8. Helping prepare for meetings.
9. Accurately recording minutes from meetings.
10. Greeting visitors and deciding if they should be able to meet with executives.
11. Using various software, including word processing, spreadsheets, databases, and presentation software.
12. Reading and analyzing incoming memos, submissions, and distributing them as needed.
13. Performing office duties that include ordering supplies and managing a records database.
14. Experience as a virtual assistant.
15. Opening, sorting and distributing incoming faxes, emails, and other correspondence.
16. Follow up with the managers for the assigned tasks from the GM to make sure it done in the time needed.
17. Provide general administrative support.
18. Saving employees files (soft copies & hard copies and preparing all circulars and internal memos.
19. Preparing the Job Offer letters for the new joiners.
20.Set up and maintain filing system.
21. Perform general office duties such as office administration and office supplies.
22. Communicate with the recruiting companies to schedule the interviews
23. Communicate with the candidates to coordinate interviews with the GM and HR Manager .
24. Processing all activities related to Payroll such salaries, adjustments, deductions and terminations.
25. Looking after the health and safety for all employees.
26. Monitoring staff attendance .
27. Responsible for the company assets like phones and laptops which is handed over to all employees.
28. Assist & Support the smooth running of the day-to-day operations.
29.Monitoring operational performance of both internal and external service providers.
30. Receiving and responding to approvals and notifications.
31. Coordinate with the team members for work involving the finance, sales and store.
• Coordinate with the respective managers, and distribute various documents such as: letters, memos, correspondences, agendas, notes, minutes of meetings, etc.
• Arrange meetings for the internal staff and clients and follow up.
• Handle and screen emails and incoming calls, make notes of essential information and prioritize the calls and emails to be returned by the department Managers
• Priorities tasks and manage daily operations and ensure the confidentiality remain secured.
• Make photocopies and faxes, as well as filing important records/ documents.
• Coordinate with the respective managers, and distribute various documents such as: letters, memos, correspondences, agendas, notes, minutes of meetings, etc.
• Ensure to maintain good rapport to clients, guests and staff at all level.
• Organize the office layout; maintain supplies of stationery and equipment.
• Arrange travel itineraries and business trips.
• Arrange personal appointments with the Managers.
• Compose and prepare confidential correspondences, reports, and other documents as required.
• Oversee the organization of filing of all paperwork, documents and computer -based information in their assigned filling system.
• Locate, assemble and maintain information required by the Direct Manager for various reports, briefings and conferences.
• File and records all related business trip details.
• Schedule and notify all concerned parties of meetings, appointments and venues on time.
• Respond to all inquiries and questions both in writing and verbally.
• Arrange programs, events & conferences in coordination with other departments, as needed.
• Perform other duties related to the job as assigned by the Direct Manager.
1.Ensure document flow for both internal and external within the management, ensuring timely follow-up and delivery.
2.Coordinate within internal departments for document flow as directed.
3. Type and file in the appropriate folders or sub-folders within the relevant directory as directed.
4. Maintain a separate box file for each division / department as appropriate with sub-divisions for each topic.
5.Soft folders to be filed in the appropriate filing cabinet within the electronic directory or as appropriate after diary date and time has been set in consultation with the Head of Department as noted in the correspondence.
6.Handle correspondence independently and draft presentations and other clerical work.
7.Independently perform clerical work in order to identify and process sensitive / confidential information and complete work assignments.
8.Answer telephone calls, noting of messages left on the voicemail and forwarding calls or taking detailed messages and making sure they are delivered or actioned accordingly.
9.Take note of all external / internal emails to / from the Head of Department, distribute or action them accordingly or check what and when they should be actioned.
10.Orally communicate in a courteous professional manner with a variety of individuals and other departmental heads in order to exchange information and / or assign or accept work
11. Liaise with staff members either for any purpose, as directed or as required for the purpose of completing tasks / action points / objectives.
12.
Liaising with HR and Admin with regards to business journals, stationery requests and other administrative matters.
13.Assist other departments if required when time permits.
14. Organize events as required by the business or Head of Department
15. Provide assistance to front desk operations to include but is not limited to answering phones, accepting packages and other delivers, greeting and acknowledging visitors and guest.
16. Prepare flight itinerary and book travel arrangements for all Business / Personal trips / Conferences.
17. Make arrangements for visits of Company’s international guests.
18. Arrange courtesy cars and assist visitors / guests.
19. Scheduling appointments.
20. Make reservation for hotel and arrange for transport.
21. Confirm on staff availability, attendance and agenda.
22. Schedule appointments with international companies to be visited.
23 . Take notes in meeting as appropriate.
24. Type the notes and prepare draft format.
25. Forward to the chairperson / Head of Department for review.
26. Make amendments, send for signature, and forward the notes to members as appropriate.
27 . Maintain a file / folder hard and electronic as deemed appropriate for each meeting / subject.
28. Follow up on agreed action points (AP’s) with attendees and / or others as directed utilizing an agreed Work in progress (WIP) tracker.
29 . Purchasing, Management, Broker Commission, others as established from time to time.
30 . preparing the monthly needs of diesel for the company and support the finance with cash flow and delivery note receipts.
1. Handling the customer contracts for nursing.
2. Preparing invoices and making financial reports for monthly income with net profit.
3. Helping payroll with the monthly salaries.
4. Handling employees and their schedules with customers.
5. Preparing correspondence and letters if needed.
6. Following up with employees about their contracts and checking the suitable environment for both the customer and employees.
7. Preparing the visas requests and following up with Mandoup for ensuring procedures goes flexible.
8. Following up with the drivers to make sure they follow exact schedule for the pick up and the drop down for the employees.
9. Coordinating with the drivers and the customers about the agreed time of drop for each employee.
10. Making the final interviews before hiring with the employees overseas.
11. Making travel booking for employees annually.
12. Monitor office supplies and negotiate terms with suppliers to ensure the most effective orders.
13. Attend meetings and keep minutes.
14. Oversee and direct daily company administrative processes and procedures.
15. Analyze and maintain operational data.
16. Set goals for staff and monitor their progress.
17. Conduct frequent performance reviews.
18. Develop and implement human resources practices.
Nearly the same responsibilities and duties as above.
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