Admin / Operation Executive
HNI Training & Coaching
Total years of experience :11 years, 8 Months
• Assist Senior Operations Manager in providing high standard delivery of operational services
to the clients and the company.
• Ensuring the requested technical resources, training materials and supplies are available to
trainers at the start of each training programme.
• Liaise with Dubai Economic Department, Dubai Chamber of Commerce, Dubai Civil Defense,
Knowledge and Human Development Authority (KHDA) for company licenses.
• Assisting accounts with the reconciliation of monthly operational expenses.
• Support Sales team to register the company as a qualified vendor in all major organizations
in Oil & Gas, Financial, Government sectors in UAE and other GCC Countries.
• Arrange hotel/flights bookings for the trainers and staff.
• Arrange visas for trainers for UAE and other GCC countries
• Provide on-ground logistics support to the trainers.
• Assisted the proposals team in developing and delivering proposals.
• Travel other GCC countries for operational activities as and when required.
• Managing inventory of training tools and equipment, giveaway items and VIP gifts.
• Coordinate and assist the Marketing department with various events organised.
• On-ground liaison between the company, vendors and suppliers.
• Prepare Post Training reports as per client’s requirements.
• Follow-up with trainers, associates, supervisors and customers to ensure the effectiveness of training programmes.
• Supervise and manage all day-to-day office administrative activities
• Prospecting new clients, generating leads for new businesses and meeting the clients on a regular basis.
• Ensuring that all trainings are conducted smoothly and cost effectively in compliance with the guidelines of American Heart Association and Abu Dhabi Health Authority (HAAD).
• PRO duties; visas and all related government tasks. • Communicating with all the instructors/Clients to ensure all relevant inputs (instructors, study materials and processes) are in order.
• Managing the Inventory function ensuring proper stocking of all study materials.
• Prepared sales reports daily/ weekly/ monthly.
• Maintained all records / documentation.
• Managed vendor accounts, generating weekly on demand cheques.
• Verified all vouchers/invoices/purchase requests/bills.
• Working closely with finance to ensure invoices are raised and payments are up to date.
Nursing Administration
• Support the Director of Nursing in managing and controlling department's budgets. Efficiently manage payment of invoices and other finance related matters.
• Manage Director of Nursing's calendar and independently schedule appointments.
• Liaised with the HR Department for arranging staff visas, payroll, recruitment, settlement etc.
• Administer HR-related documentation of nursing staff such as employee contract, sick leave, annual leaves.
• Administer monthly time sheets of Nursing staff and liaise with HR & Finance Department.
• Create and maintain the database and spreadsheet files.
• Performed employee orientation, development, and training logistics and recordkeeping.
• Prepare reports, memos, letters, and other documents, using word processing, spreadsheet, database, and/or presentation software.
• Coordinated with Procurement Department for ordering supplies and for equipment maintenance.
• Organized meetings, booked venue, F&B, informed attendees and took minutes of the meetings as and when required
Life Support Training Center (LSTC)- American Heart Association
• Liaised with contracted training sites of AHA
• Completed, printed and issued CME Certificates/cards for hospital staff and external candidates
• Entered and maintained data on WorldPoint Electronic system
• Managed the LSTC income account.
• Managed all relevant communication (telephonic, emails, minutes of meetings, reports etc.)
• Arranged for courier services (study material to be sent internationally).
• Booked external and internal clients to various courses.
• Reviewed and submitted monthly course rosters to DHA (Dubai Health Authority).
• Managed all the course files.
Hospital Education Department
• Manage staff education records on the Learning Management System (Swank Healthcare)
• Retrieve education reports from the LMS as required
• Act as Site Coordinator for the Swank Healthcare E-Learning System
• Act as Site Coordinator for the Zynx / Quality Meditech Healthcare System
• Order training supplies utilizing Lawson software
• Coordinate education events i.e. speakers, venue, beverages, training materials, invitations
• Prepare monthly education report for the Performance Improvement Department
• Liaised with the HR Department regarding staff visas, payroll, recruitment, settlement etc.
• Liaison with legal / statutory authorities.
• Prepared confidential correspondence and other complex documents.
• Orders and maintains supplies and arranges for equipment maintenance.
• Managed vendor accounts, generating weekly on demand cheques.
• Assisted PRO to process staff/ students visas /Consulate services/Ajman Immigration/ Ministry of Labour/ Public Health.
• Organized meetings/ conferences/Annual Sports festival and other events
• Assisted Housing Supervisor to arrange housing for hospital and college staff and students.
• Coordinated with drivers arranging daily duty trips for hospital and college staff and students.
• Make travel arrangements for students and staff.
• Supported Marketing Department for events and exhibitions such as GETEX, Dubai and GHEDEX, Muscat.
• Other administrative duties as and when required.