محمد ثابت

Coordinate office activities and operations to ensure efficiency and compliance with company policies.

Manage schedules and appointments for executives and senior staff.

Handle incoming and outgoing correspondence, including emails, phone calls, and mail.

Maintain office supplies inventory and place orders as necessary.

Organize and maintain physical and digital filing systems.

Coordinate meetings, including scheduling, and taking minutes.

Provide general administrative support to various departments as required.

Maintain and update employee records and HR databases, ensuring accuracy for streamlined operations.

Manage employees leave requests and track attendance records.

Coordinate travel arrangements by liaising with vendors for flights, hotels, and transportation.

Assist in onboarding and offboarding employees, including setting up workstations, conducting initial training, and ensuring smooth transitions.

Create and maintain accurate records of company documents and files.

Oversee and manage logistics operations, ensuring timely coordination of transportation and deliveries.

Monitor procurement activities, negotiating contracts and sourcing suppliers to ensure cost effectiveness.

Manage the recruitment cycle, including CV screening, shortlisting candidates, conducting interviews, and facilitating the hiring process.

ADNOC OFFSHORE (Das Island)
via. M/s. Abu Dhabi National Hotels Company (ADNHC)

Executing routine /day-to-day Secretarial and administrative tasks for Transportation Supervisor.

Managing daily transportation operations, ensuring efficient and timely services.

Coordinate all international travel, local transportation, and accommodations required for personnel traveling to offshore, onshore, or international locations. Handling renewal of CICPA security pass and optima card.

Answering employees’ queries regarding rotational leave, travel arrangements, expenses claims, etc.

Registering incoming/outgoing mail and follow-ups outstanding matters with subordinates/colleagues.

Updating Employee data, contractual/cyclic and sick leave, etc. on the SAP HR Module and provides related information to Supervisors, as required.

Coordinate and arrange the availability of local accommodation and transportation while personnel are on site.

Preparing daily, weekly, and monthly work reports.

Coordinate with travels providers to arrange travel tickets and negotiate prices where possible.

Data gathering/input and generating computerized letters and reports as and when required.

Oversee a team of drivers and logistics personnel, providing leadership and guidance to ensure smooth operations.

Monitoring and maintaining a fleet of vehicles, and coordinating maintenance and repairs as needed.

Managing and maintaining the IVMS (Intelligent Vehicle Monitoring System) for a large organization.

Generate reports and provide analysis on vehicle utilization, driver behavior, and fleet performance.

Conduct regular audits to verify the accuracy and completeness of IVMS data.

Troubleshot and resolve technical issues related to the IVMS system.

Manage end-to-end logistics operations, including planning, coordination, and execution of transportation and distribution activities.

Cooperate with internal and external teams to coordinate transportation activities.

Execute routine/day-to-day Secretarial and administrative tasks for Director General.

Provide necessary assistance for finalizing the visa and customs procedures.

Greet and interact with clients, visitors, vendors, etc. in a professional manner.

Perform administrative duties such as mailing and filing correspondence, answering telephone calls,
receiving and delivering messages, collecting documents and payments.

Provide confidential secretarial and administrative support for the Manager such as scheduling calendars, making travel arrangements, screening, and handling telephone communications, greeting, and directing visitors, and dealing with administrative matters and inquiries as appropriate.

Monitor and maintain the inventory of office supplies, equipment, and list of Vendors by foreseeing work requirements, ordering supplies and distributing where necessary.

Serve as a primary point of direct administrative contact in liaison with other offices, individuals, external institutions, and agencies on a range of specified issues; organizes and facilitates meetings and other special events, as required.

Collaborate with vendors and suppliers of office equipment to ensure compliance with company policies and procedures.

Liaise with Company officials and receive visitors from the airport and other locations.

Ensure cost savings by systematic preparation of the vehicle maintenance plans and reports.

Make travel arrangements (i.e. reservations for air-tickets, hotel accommodation) as and when required.

Create, update, and maintain records ensuring the accuracy and validity of the information.

Ensure day-to-day maintenance of the assigned vehicle by arranging timely changes of the oil, conducting minor repairs, check of tires, brakes, etc.

Ensure availability of necessary documents and supplies including vehicle insurance, office directory map of the city/country, first aid kit, necessary spare parts, etc.

Perform customer service functions by responding to internal and external HR related inquiries and requests.

Attending all HR/Employment related phone calls and redirecting them to the appropriate staff.

Provide information to jobseekers on vacant positions, informing applicants of job duties and
responsibilities, compensation and benefits, work schedules and working conditions, promotional
opportunities, and other related information.

Review job synopsis and match applicants with job requirements, utilizing computerized file search.

Scrutinize employment applications and evaluate work history, education and training, job skills,
compensation needs, and other qualifications of applicants.

Support the recruitment/hiring process by greeting candidates, performing reference checks, assisting in short-listing, issuing employment contracts, etc.

Prepare and forward a notification email beforehand to related Companies to inform them that a new hire is going to come on-board.

Coordinate and execute on-boarding/new hire activities.

Ensure that all new employees are provided with access to appropriate information about joining the organization to enable them to adapt quickly.

Prepare new employee files and ensure that all relevant documents are filed correctly for all successful candidates.

Coordinate with other departments or functions (payroll, benefits, safety, services, etc.)

Provides professional office administration and management support to all office activities.

Establishes and manages communication with corporate, market administration, clients, staff, and management.

Maintains and updates HR Database regularly by inputting new hire information and updating personal data of existing staff.

Administers and compiles weekly and monthly performance data and statistical reports.

Coordinates with the Office Administrator and evaluates all office operations and provide support to create or modify policies and methods.

Organizes and prioritizes office tasks to fulfill all administrative requirements.

Manages financial data files and compiles monthly weekly and daily reports.

Maintains all office communication and human resources activities.

Assists HR Officer to recruit, train and induct new staff.

Ensures reliability and accuracy of computer databases and/or paper files.

Performs recruitment activities such as gathering CVs, shortlisting, scheduling telephonic/face-to-face interviews, pre-employment background/reference check, salary negotiation with successful candidates, etc.

Verifying original qualifications/experience certificates of candidates, briefing on terms and conditions of employment, and other relevant matters.

Organizes orientation program for new staff.

Provides professional office administration and management support to all office activities.

Administers and compiles weekly and monthly performance data and statistical reports.

Organizes and prioritizes office tasks to complete all administrative requirements.

Collaborates with vendors and suppliers of office equipment to ensure compliance with company policies and procedures.

Interacts and coordinates with other department staff to accomplish set objectives.

Responsible for administrative functions such as public relations and day-to-day operations. Communicating/liaising effectively with existing clients, potential clients, and other dealers.

Providing exemplary customer service to all clients. Receiving visitors, clients and directing them to the Admin Manager’s office.

Updating daily office timesheet, thereby ensuring the attendance of all office staff.

Processing of leave applications and update of leave schedules.

Preparing business correspondences comprising memos, letters, faxes, and executive summaries. Updating the status of documents regularly and maintaining records.

Performing other related duties such as preparing and dispatching invitations, compiling data, etc.

Handling petty cash and maintaining office stationery items.

Endorsing all bills of invoices and forwarding to Accounts Section after careful screening and assigning the right budget codes for payment.

Making reservations of Air-tickets, Hotel Accommodation & Car rentals for company personnel traveling worldwide during business and personal trips.

Maintaining rapport with customers, managers, and employees by making periodic contacts; exploring and developing new services and methods; setting priorities; resolving problems, etc.

Providing confidential secretarial and administrative support for the Manager such as scheduling calendars, making travel arrangements, screening, handling telephone communications, greeting and directing visitors, and dealing with administrative matters and inquiries as appropriate.

Serving as a primary point of direct administrative contact in liaison with other offices, individuals, external institutions, and agencies on a range of specified issues; organizes and facilitates meetings and other special events, as required.

Resolving administrative problems by analyzing information and identifying solutions.

Performing miscellaneous job-related duties as assigned.