Mohammed Najaf Ahmed

Office Manager/Sr Adminstrator at CCC

• Saudi Arabia - Riyadh
• My current job since August 2013

- Supervise the work of administrative support staff to ensure that they provide the administrative services required by the company to the required standards.
- Draw up schedules for the periodic inspection and maintenance of offices and monitor any work undertaken to ensure that it is to the required standards.
- Negotiate and agree services with contractors to ensure that repairs and regular maintenance are carried out.
- Monitor the performance of contractors to ensure that work is carried out to the required standards.
- Introduce all necessary procedures to ensure the security of the building.
- Negotiate and agree cleaning services for the building and monitor the work carried out to ensure that it is of the required standard.
- Negotiate contracts for the purchase of stationery and office equipment on the most cost-effective basis.
- Supervise the distribution of incoming mail and the efficient dispatch of outgoing mail.
- Carry out routine inspections of the facility to ensure hygienic housekeeping, adequate stock maintenance, security and safety norms are being followed.
- Keep all staff informed of office procedures.
- Maintain all necessary records to ensure that the office is well maintained, that administrative services are provided as required and that invoices are processed for work carried out.
- Prepare the annual budget for office services and monitor expenditure against this budget.
- Streamline processes, ensuring the team works as efficiently as possible.
- Handle enquiries and complaints from internal stakeholders.
- Monitor and maintain office supplies inventory and review and approve office supply requisitions
- Recruitment, selection and retention of administrative staff.
- Maintain office administrative staff job results by coaching, counseling, and disciplining employees, planning, monitoring, and appraising job results.
- Administer office staff activities to ensure maximum efficiency
- Support the CEO by performing and supervising all administrative and office management functions.
- Manage CEO’s calendar and e-mail. This includes board and other meeting dates and times as well as distributing pre-read materials.
- Manage CEO’s diary and mail inbox.
Prepare agendas and other meeting packs.
- Manage multiple projects and ensuring they remain on track through constant & organized follow-up.
- Establishing an outstandingly smooth follow-up strategy with CEO, Group Executives and other team members.
- Read and analyze meeting materials, distribute to the concerned departments/teams/executives and follow-up until results/comments/ recommendations are received and submit to the CEO.
- Manage all matters related to CEO’s logistics and other travel arrangements.
- Continuously strive to up-scale the performance and functions of the CEO’s Office to match business requirements.
- Establishing outstandingly smooth and mutual productive communication channels with compliance officers.
- Maintaining the refined and proactive image of the CEO’s Office.
- Providing efficient calendar management for the CEO.
- Maintaining efficient management of the CEO’s e-mails around the clock ensuring responding in a timely manner.

Office Manager- MD at Hoshan Group

• Saudi Arabia - Riyadh
• September 2002 to June 2013

• Reading and analyzing all incoming correspondence, initiates replies as appropriate; routes matters requiring action by staff or other companies and follows up to ensure actions are completed.
• Perform a variety of confidential and sensitive support tasks, including maintaining confidential correspondence, information and matters in a mature and professional manner.
• Arranging travel, meetings, appointments for the Managing Director.
• Preparing agendas and arrangements for all types of meetings and presentations.
• Serving as liaison between MD and other Company’s key management to follow up with them for the successful completion of issues and activities.
• Supervising Executive Secretaries, Receptionist, Driver and Serving Attendants and determine the responsibilities and properties for each of them as well as supervising their work and performance and make sure it is achieved on time.
• Ensure the operability and security of the office equipment by properly ordering and securing office equipment and arranging to effectively apply preventive maintenance and repairs as needed.
• Prepares letters, of which may be composed or compiled on the basis of personal knowledge of the subject matter. As instructed or in accordance with precedent, should be able direct mail to other staff members for their action.
• Arranges and schedules appointments for the executive, including interviewing callers, and making proper referrals; prepares material and arranges for meetings as required.
• Studies reports received checks and compares with previous reports or other data, and brings to the attention of the Executive significant items, changes, errors or omissions.

Executive Secretary-GM Plant at Ibn Rushd (SABIC)

• Saudi Arabia - Yanbu
• March 1994 to December 1998