Admin & HR Assistant | Office Manager Executive Assistant
ATI Investments
Total des années d'expérience :17 years, 0 Mois
Reporting to COO & Group HR & Admin
Key Responsibilities: HR, Administration & Office Management.
Administration:
▪ Provide front-desk coverage by managing a busy, multiline phone system, greeting guests as they enter the office and maintaining an organized, clean office environment.
▪ Plan, organize, and schedule company meetings in the office and via videoconference. Ensure meeting room is set up for presentations.
▪ Order and oversee office supplies - stationery & pantry and food deliveries for group meetings, birthday celebrations or any event.
▪ Obtain competitive quotations, prepare LPO and monitor work.
▪ Maintain record of office related maintenance works like AC, Electrical, Mechanical or Civil works.
▪ Handling and monitoring petty cash.
▪ Organize business travel arrangements and other duties as assigned.
▪ Receive, sort, and distribute daily mail/deliveries. Arrange local & international couriers.
▪ Liaise & coordinate with building management or external maintenance team for office maintenance or repairs. Ensure no maintenance/ repair request are left unattended.
▪ Manage IT request for new joiners like email ID creation, email signature creation, providing phone line, assigning laptop/ PC etc.
▪ Manage IT request for existing employees like upgrading laptops, OS system, repairs etc.
▪ Keep company telephone directory, IT list and supplier’s list UpToDate.
▪ Handling driver's schedule for works related to banks, documents deliveries & pick up, mail pick up from PO box.
▪ Assist colleagues with admin and other ad-hoc duties.
EA to COO/ CEO:
▪ Maintain COO's calendar and schedule meetings.
▪ Act as the point of contact among executives, employees, and clients.
▪ Provide admin support including email correspondence, generation & distribution of memos, letters, spreadsheets, forms etc.
▪ Maintain professionalism and strict confidentiality with all materials
HR:
▪ Induction & Orientation of new employees (HR policies, Processing IT & Fleet requests).
▪ Ensure that the on-boarding and initial trainings are well organized.
▪ Assist HR head in recruitment. Screening candidates via call based on JD provided by subsidiaries and scheduling interview.
▪ Maintain employee records (soft and hard copies).
▪ Update HR databases (Leave Roster) and assist in payroll preparation by providing relevant data, like absences, leaves, new hires, separations.
▪ Prepare salary certificate, pay slips, NOC letters and more as required & requested by staffs.
▪ Sending out birthday greetings to employees. Maintaining employee engagement.
▪ Monitor daily attendance and submit weekly report to HR Manager.
▪ Handle employee grievances and resolve on timely manner.
▪ Work with PRO for visa processes and visa cancellation of employees.
▪ Coordinate HR projects, meetings, training seminars and events.
▪ Handle sensitive and confidential information.
Group Administrator (Reliever):
▪ Renew company licenses.
▪ Register & renew company vehicle and coordinate with car hire companies.
▪ Pay utility bills online.
▪ Arrange mobile, sim card, business card for new joiners.
Marketing (E-commerce Assistant - Reliever):
▪ Assisted E-commerce Manager in uploading various brands of clothing product in Shopify.
▪ Upload product image and ensured products were displayed correctly on the website.
▪ Made sure that developer had mentioned correct size, fabric, color, quantity, and care details on each product. Corrected & verified the details where needed.
Key Responsibilities: HR, Administration, Office Management, Operations and Customer Service
Administration:
▪ Provided administrative support to General Manager and Operations Manager.
▪ Handling and monitoring petty cash and office supplies.
▪ Preparing reports on expenses, office budgets, and other expenditures.
▪ Preparing monthly revenue reports, payables, receivables, and monthly management report.
▪ Obtain competitive quotations for company requirements and ensure that the best product is sourced and purchased, using nominated suppliers.
▪ Prepare LPO, Quotations and Invoices.
▪ Coordinate & liaise with Marketing department for business cards, logos, etc.
▪ Organize & schedule monthly meetings.
▪ Managing company's vehicle's timely registration & insurance renewal.
▪ Handling incoming & outgoing of mails along with maintaining its register and timely distribution.
▪ Maintain office files, confidential records and handle sensitive information
▪ Arranging suppliers & ordering uniform for staffs. Coordinate for fittings etc.
HR:
▪ Assist HR during on-boarding process (recruitment, training, and hiring).
▪ Process documentation for new hires and terminations.
▪ Manage visa process for the employees in close cooperation with the HR/ PRO (new visa, renewal and cancellation, medical check, Emirates ID, and labor card).
▪ Prepare monthly leave roster for employees
▪ Monitor daily attendance sheet, sick leaves, annual leaves, overtime and forward to accounts department for the payments/ benefits
▪ Manage company's Health Insurance - add new employees, remove separated employees
▪ Manage employee requests for documents (salary letters, salary transfer letters, bank letters, NOCs etc.)
▪ Handling employee grievances on pay & benefits, work environment, Health & Safety
▪ Workplace accidents claims & compensation: Handling with insurance
▪ Create HR templates, maintain and update HR & administrative policies and processes.
Customer Service:
▪ Taking calls and complaints from new & existing customers, identify & assess customers’ need.
▪ Log complaints in CAFM software, schedule call outs & distribute work to facilities maintenance team and follow up upon completions.
▪ Thoroughly review the work order, generate quotation or invoice, follow up for any pending work or close the work order after taking feedback from the customer.
▪ Supported various customer service initiatives, improvements, and enhancements to improve operational efficiency.
▪ Keep CAFM system database updated.
Key Responsibilities: Sales Support, Administration, HR, Accounting.
▪ Prepare Quotation and Purchase Orders for Shop Managers.
▪ Prepare Monthly and Quarterly Sales Commission Reports for all Emirates Teams.
▪ Prepare Daily, Weekly and Monthly Sales reports for Area Managers, Promoters and Finance.
▪ Supported various customer service initiatives, improvements, and enhancements to improve operational efficiency.
▪ Organize & schedule monthly meetings, take minutes and implement accordingly.
▪ Coordinate & liaise closely with HR, Admin, Accounts, warehouse, Art and IT department for their respective issue and update information.
▪ Handling petty cash for the department and other expenses like customer's incentive.
Key Responsibilities:
Administration and HR (candidate screening, reference and background checks, interviewing)
• Schedule on-and off-site interviews including coordinating with the Hiring Managers
• Partnering with hiring managers to determine staffing needs.
• Screening resumes, performing in-person and phone interviews with candidates
• Performing reference and background checks
• Making recommendations to company hiring managers.
• Coordinating interviews with the hiring managers
• Following up on the interview process status
• Maintaining relationships with both internal and external clients to ensure staffing goals are achieved
• Enter and track candidate information in the database and ensure appropriate parties have access to necessary information
• Complex calendar management and scheduling of internal and external meetings
• Manage candidate’s visa, medical test & interviews, travel, expenses and all administrative support functions.
• Manage multiple tasks and action items (documentation, follow up and preparation) ensuring appropriate and timely action on deliverables
Key Responsibilities:
Customer Service
• Handling queries of customers about SIM
• Troubleshooting about malfunctioning of SIM cards and selling postpaid connections.
• Answering the Calls in Professional Manner
• Replying emails immediately
• Reporting to supervisor if Problem cannot be resolved over the phone.