Office Manager
Corplease Emirates Limited
Total years of experience :22 years, 5 Months
• Provide and Keep track of all due documentations, registrations required by DIFC authorities such as (Commercial licence renewal, annual Return, Audited Finances etc…
• Follow up on the office maintenance, Insurance, supplies, leasing contracts.
• Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and presentation software.
• Handle petty cash and keep track on due payments either from clients or to suppliers.
• Attend meetings and handle minutes of meetings, reports and follow up.
• Follow up the implementation of all HR related functions, including but not limited to, control staff attendance, staff vacations, make sure that the HR policies and procedures are in line with the UAE labor laws, and DIFC regulations.
• Handle all visas and work permits procedures.
• Handle all relations with the DIFC authorities, different departments, and government service office etc...
• Read and analyse incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
• File and retrieve corporate documents, records, and reports.
• Make travel arrangements for the Managing Director.
• Handle all administrative work.
I am currently employed as a Human Resources Administrator for Olive Group based in Dubai. There are 3, 000 personnel’s deployed across the different geographic regions, operating in hostile environments. My responsibilities include:
Recruitment:
Posting of recruitment advertisements to attract suitable
candidates for interview
Search and screening of CVs via recruitment tools and systems
Preliminary interviews in English and Arabic
Short listing potential employees based on interview
performance and experience
Contracts and Hiring:
Preparation of letters, offer letters, contracts and any contract amendments
Updating personnel files (hard and soft copies)
Issuing contracts and Liaising with payroll and operations team
First day inductions for all employees
Providing admin service for almost 75 employees in the UAE office as well as Iraq, Qatar and KSA.
Medical Insurance:
Managing the whole life cycle of the medical process, from an administrative perspective.
Adding/removing employees to the relevant cover,
Ensure all new hires have medical insurance.
Travel / logistics
Liaising with visa team and ensuring timely management of visas
Acting as Travel Coordinator (initially just for HSE team) for bookings
Ensuring accurate use of cost codes for all travel-related spend
Providing support with translating documents from English into Arabic and vice versa for various departments (Services, Solutions, Legal, Health and Safety Iraq Department)
Assisting with Hotel bookings when Arabic Language is needed
Assisting with Visa application forms needed in the travel department
Purchase Orders:
Creating an efficient tracing method for POs, received and delivered mail
Searching for new suppliers and negotiating prices with current ones
Raising POs for various departments (HR, Legal) and following up until handed over to financial department
Personal Assistant to the CEO of Mediapro with responsibilities for:
• Handling correspondences
• Organizing the diary of the CEO
• Handling the travel arrangements for the CEO and other executives
• Carrying out research for the CEO and preparing PowerPoint presentations for seminars
• Oversee administration for functions including arranging meetings
• Carrying out the organizational duties for international and national tournaments (Hotels, conventions, managing bookings, and transport, branding Items…)
• Updating the membership database
• Updating the media & sponsors database
• Organising corporate hospitality
Working in the Marketing department I was responsible for:
• Coordination between the production department and the main company in France
• Managing Client relationships across Europe (Ensuring projects are delivered to the clients satisfaction)
• Creating Marketing initiatives for new clients ( seeking new clients in Germany and Italy)
• Responsible for all Incoming and outgoing correspondence (i.e. sending follow up information)
• Preparation of export and Import documentation (all related invoices and papers)
• Representing the company in various international events in France and Germany (Domotex Hannover, Heimtextile Frankfort)
Ansaldo is an Italian company operating in Tunisia since January 2005. Field: Electricity plants projects with the STEG (Société Tunisienne de l’Electricité et du Gaz) for new electricity plants throughout the country.
• Incoming and outgoing mail responsibilities (i.e. Sending, follow up, responding and setting up a filing system for quick reference).
• Preparation of overall mails related to the company General Management and those related to the company Technical Division.
• Managing all programmes of foreign sub-contractors and business collaborators with ANSALDO.
• Organising business trips and stays of foreign supervisors and expatriates.
• Organising local transport operations including relative equipment for the projects at site: i.e. 17 conventional units with STEG (Société Tunisienne de l’Electricité et du Gaz) in addition to more than 15 local sub-contractors.
• Involved in obtaining the release of equipments shipped by our foreign suppliers (i.e. contacts with customs specialist and clients).
• Maintaining GM’s Agenda.
• GM’s mail elaboration and preparation (Incoming and Outgoing).
• GM’s work programme and agenda follow up.
• Foreign suppliers’ file maintenance as well as local customers’ file update (private and governmental).
• Verbal and written communications (i.e. Computer reports + Internet communication) with all foreign suppliers (negotiations and follow up of ongoing operations).
• Internet searching’s for new foreign suppliers in medical fields, in general, and particularly medical.
• Proposals / Quotations Elaboration + follow up and selection of local government tenders.
• GM’s business trips organisation (i.e. Elaboration of appointment tables with the selected foreign suppliers along with detailed reports of subject business durations and related programmes).
• File maintenance (Students’ and Professors’).
• Yearly time tables and programmes follow up.
• Examinations preparation (Maintenance of bulletins + subject minutes preparation).
• Preparation of weekly meeting agendas and elaboration of subject minutes of meetings of all working personnel.
• Organisation of exhibitions / shows within the annual programme and others out of the educational programme (i.e. requested by outside firms within our own premises).
• Follow up of approved files in order to respond to the set specifications required by the Ministry of Professional Education.
