Admin Incharge & Finance Controller (FM)
VAMED Middle East
Total des années d'expérience :11 years, 10 Mois
(Reem Hospital - Facilities Management Project)
Reporting To: FM Manager & Intl. Project Manager | Subordinate (1): Admin Assistant
○ Manage Procurement process for all Consumables, Tools, Spare parts for the FM Team
○ Supervise & Execute all HR activities - Duty Rosters, Overtime Records, Timesheets, Training
○ Responsible for FM Accounting (Daily Operations, Deliveries, Payments, Stocks, Budgets)
○ Generate Weekly Report for Senior Management Meetings with Projects Heads & VAMED HO
○ Update of FM Activities, Helpdesk Reports, Building Utility Reports (10) & Inventory Reports
○ Maintain total office services; controlling information; filing systems; review purchase & supply
○ Oversee HR Tasks of screening, recruiting, on-boarding, benefits, compensation for new hirings.
○ Attend Meeting with sub-contractors to understand collaborations and suggest ideas.
○ Develop coordination between Service Providers, Client Representatives & Maint. Contractors
○ Develop the Business Flow process (Client Interface, Accounting & Management)
○ Liaise extensively with IT Desk for set-up & issues within world-wide VAMED Network
Establish & Oversee Operations & Process Management for Lootah Group of Industries (10)
Reporting To: CEO & Group GM
• Manage workflow for all departments of the company, especially in HR, Finance & Logistics
• Generate Reports for Accounts, HR, Credit & Sales Divisions for Weekly & Monthly meetings
• Update Departmental & Industrial Procedures & Policies and write step-by-step instructions
• Report loop-holes and findings to CEO / Group GM to action corrective measures
Business Operations:
• Supervise everyday duties between Managers for smooth communication & Order completions
• Oversee HR / Employee issues & act as a key contact between work-force & Sr. Management
• Track LCs, Receivables / Payables, Payments, Project Progress, Licensing for all divisions.
• Assist Legal Dept. with the development of Contract & Joint Ventures with Intl. collaborators.
• Engage the Finance Dept. to ensure appropriate review of Contracts, LPOs & Payment T&Cs
• Monitor Internal HSE Controls, Productivity & Efficiency, and make recommendations.
Ensure all-round Office, HR, Logistics & Project Operations on day-to-day basis for Dubai & Rome
Head Office & act as the CEO's first point of contact with people from both sides of the organization.
Accounting & Procurement:
- Office Accounting: General Management, recording Incoming and Outgoing Invoices,
- Management of Contracts, Supervision of Expenses and Costs, Budget Control.
- Support & Supervision of the Accountant.
- Suppliers: Management, Supervision and Negotiation with Suppliers - IT Equipment, Stationery,
Corporate Items, Services etc.
Administration & Human Resources:
- General Management, General Office Mails, Correspondence, Phone Calls etc.
- Scheduling of Internal Meetings, Supervision/ Follow-up of the Development of Internal affairs.
- Organization and Management of Travel, Events, Deliveries, Meetings and Leaves.
- Contacts: Managing and Updating the address book.
- Database: Management and Organisation of the server,
- Registration of office activity, management of the collection system & archiving information.
- HR Contracts, Assistance to needs and requests, support to processes bureaucratic,
- On-boarding and Orientation of new colleagues.
- Recruitment: CV screening, shortlisting, appointment scheduling.
Logistics:
- Office Resources: Supply Management of materials used & maintain supplies.
- Physical Space: Supervision of the conditions of the physical space, the furniture & equipment,
- Organizing space for the new colleagues.
- Equipment: Supervision, Evaluation and Acquisition of equipment, furniture, IT etc.
Architecture Office Support:
- Application for the national and international competitions, tender documentation.
- Documentation Control relating to Projects Reports, Presentations and Drawings.
- Safety and Health: Management of processes and regulations.
- Production and Updating of the Portfolio.
- Website Management
- Support the Team in emergency situations.
ROLE OVERVIEW:
Responsible for the full scope of sales management wherein I directed functions & implemented repeatable processes. This includes working closely with all members of the team in managing all the Client services & Order processes - right from order confirmation through to client relationships, payments, production coordination, dispatch & after-sales support. This resulted in our department achieve 100 percent on-time delivery of Ecobarrier
products.
JOB DESCRIPTION:
- Planned, Coordinated Executed & Monitored orders, production & logistics of Ecobarrier
heavy-duty marine products.
- Managed all Client contacts in CRM system throughout projects
- Communicate with the client regularly & understanding their needs, expectations & requirements.
- Work closely with suppliers, contractors & many other parties at the same time
- Established Production process & ensure execution as per procedure & documentation.
- Initiated & Ensured up-to-date order records & in-depth analysis
- Preparation of Quotations, Invoices, Local Purchase Order, Debit Notes, Receipt Vouchers, Delivery notes.
- Guided & Proposed Logistics actions for achieving 'no mistake' goal
- Executed & Improved administrative activities & systems, in line with requirements
- Provided assistance to Product Engineer
GEN. MANAGEMENT & SALES ADMINISTRATION:
- Information Management (General Notices, Policy, Insurances, Registration & Licensing)
- Prepared all Client Quotations with relevant details on the product/services offered.
- Performed thorough check on the client orders and reported loop-holes.
- Identified area of risk & provide solutions to minimize the effect of risk involved.
- Organized department operations and resources to facilitate structural effectiveness.
- Represented communication with Banks, Recruitment, Govt. agencies etc.
- Accomplished day-to-day operations by providing facilitating related work processes in
order to achieve high performance standards.
LOGISTICS - IMPORT/EXPORT SHIPMENT:
- Manage Intl./Local Clients/Suppliers on all aspects of Deliveries & Payments.
- Generate Shipment Clearance & Documentation (Import/Export Customs; Intl & Local).
- Execute Delivery schedules/Freight arrangements - Air, Sea & Road.
- Liaise with the WH Manager in all three spheres of Logistics, Warehousing & Distribution
EARLIER ADD. RESPONSIBILITIES IN SMALL SET-UP:
ADMINISTRATION:
- Handling Correspondence & Communications, Ofice Maint. & Supplies
- Information Management (General Notices, Policy
- Documents, Insurances, Registration/Licensing etc)
- Legal Documents, Tenancy, Undertaking, Office Management, etc.
- Communication with Banks, Recruitment agencies & other institutions when necessary
- Maintaining & Processing Rental Premises Records
- Organizing & storing Computer-based Documents & Information
- Attending to the Managing Director’s requirements & report status.
ACCOUNTS & FINANCE:
- Monthly WPS Payroll (Start to Finish)
- Maintaining Loan, Advances & Remuneration Records
- Raising LPOs, Invoices, Delivery Notes, Packing List and other financial documents
- Complete responsibility for Accounts AR & AP (Transactions, Follow-ups, Cheques)
- Liaising with Suppliers on Stock, Prices, Delivery & Schedules.
- Recording Price Lists of Suppliers
- Quick Book Entries (Debit/Bills, Credit/Invoices, Payments, Receipts, Petty Cash, Reports)
- Document Controlling & Systematic Filing
HR & EMPLOYEE DUTIES:
- Start to Finish Visa & Labour Processes (Renewals & Cancellations - New & Current Employees)
- Employee Record Keeping & Documentation (Photos, Files, Contracts, General agreements etc)
- Maintenance of Records (Timesheets, Wages, Leave Applications, Loan Approvals)
- Accommodations (Rents, Renewals, Payments etc.)
- Create & Update New/Old Employee Checklists
- Processing Employee Health Insurance
- Maintain Project & General Staff List
- Communicating Important Information to Employees
- Resolving Employee Issues & Reporting to Sr. Management
Entering Volunteer schedule in DIFF Database system
Assigning shifts to volunteers at various locations of film screenings.
Managing & coordinating with various departments on requirement of volunteers
RAYMOND SPORT LLC, DUBAI, U.A.E.
March 2010 - October 2012
Specializing in Fitness, Sports Surface, Playground, Spa & Leisure related design and construction activities.
Job Profile: Assistant Accountant & Administration
To provide assistant in general accounting & administrative duties listed as below:
➢ Handling all Contracting & Fitness Orders, raising Invoices & applying for Bank Guarantees required.
➢ Preparing Weekly/Monthly Sales Reports, Delivery & Order Registers etc. for the Senior Management.
➢ Generating Export L/C Documents & coordinating with Major Banks on acceptance and payment.
➢ Handling Client correspondence & replying to queries related to accounts.
➢ Familiarity with International Shipment procedures and other Banking formalities.
PROPERTY SOLUTIONS L.L.C., DUBAI, U.A.E. October 2009 till March 2010 (6 Months)
Director -Mr. Preyesh Barar- Pioneer in Real Estate Sector
Job Profile: Office Administrator: To work as an Overall Support System to the organization while being solely responsible for
Handling Important Roles & Duties, expandable as:
➢ HR Coordinator: Appointment, Labour, Visa Process, Passport, Payroll & Attendance Issues.
➢ Accounting System: Petty Cash A/C, Income & Expenditure A/C.
➢ Document Controller: Trade Licenses & Certificates Renewal; Property Agreements.
➢ Marketing Management: Legal support in Purchase/Sale or Rent/Own of Properties.
➢ Newspaper & Media Ads: Communication with Gulf News, Property Finder etc.
➢ E-mail/SMS Marketing: Secondary Follow-Up with Clients & Preparing Reports.
Score: 64% in 2009 from H.L.C.C (A+) under Gujarat University, Ahmedabad, India.
➢ Passed 12th with 75% in 2005 from G.I.H.S, CBSE Board, Dubai, U.A.E.
