Office Manager
Confidential company
Total des années d'expérience :25 years, 10 Mois
Based in the head office. Reporting to the Operations Director. Main duties: managing the office and its facilities and soft services; supervising the administration team of 8 persons (reception, drivers, office assistants). Supporting HR, Risk management and Finance teams.
PA to the Projects & Finance team (5 lawyers) - work including but not limited to the secretarial duties (typing, printing, scanning, copying, etc.); preparing letters/presentations; formatting documents in the company format; managing calendars and scheduling meetings on behalf of the team; travel bookings; undertaking research in the company intranet, library and filesites; opening new matters in Milton programme; preparing prebills and reports in Aderant Expert; issuing invoices; coordinating workloads with finance department, partners, legal directors, associates, solicitors, paralegals; interacting with company's offices globally, etc.
Handling all work related to company operations - Office Management / HR / Admin / Reception / Accounts / Finance / Marketing, and Supervision of junior personnel, etc.
• Office Management & Marketing (liaising with landlord and building management, produce/keep updated office templates folder, liaise with sub-tenants, exhibitions and events organisation and all related work, company presentations, advertising, etc.).
• Accounts & Finance (handling accounts payable & accounts receivable; produce and issue invoices/statements of accounts, tracking payments, bank statements and credit cards reconciliation, producing and tracking project contracts, receipt of suppliers’ invoices, liaise with the suppliers regarding payments, prepare salaries/update/verify in bank system, prepare and issue salary slips, custody of petty cash, etc.).
• HR (developing company policies & procedures in accordance with labour law, job descriptions, employment contracts and related paperwork, inductions, visa processing and all related works, travel bookings; PDR procedures, generalist advice and guidance to employees including producing of various documents/ letters, leave tracking & exit permits, termination and related work, official documents validity tracking, liaising with recruiting/ insurance companies, keep all staff CVs up to date, etc.).
• Admin (advice/monitor & support team on day to day activities; liaising with courier/stationery/ printing companies, copying/scanning/binding documents & drawings, clients database maintenance, tracking successful/unsuccessful projects, projects files set up, document controlling, reception, manage electronic filing system and archiving, etc.).
• Staff work coordination on different levels, and supervision.
• Personal Assistance to the Director and all related work (travel booking, preparing presentation packs, taking minutes and chasing actions, preparing reports and letters, undertaking copying & scanning, coordinating with team members and looking after visitors, manage all Director’s administration including filing, photocopying, timesheets and expenses, driving the business agenda through proactive management of the Director, agree strategy and targets, and set up business meetings of behalf of the Director, etc.).
Joined company as Admin Assistant to the Infrastructure department and promoted to Admin Coordinator. Working at the main city project - Sowwah Square (Al Maryah Island). Reporting to the General Manager. Main duties:
•Office administration, inventory, events organization;
•Administrative coordination (car passes for the staff and visitors, booking and organizing of site visits, team general HR, telephone directory; switch board; schedule meetings; admin. assistance-typing, documents formatting, org chart preparing);
•Financial support (produce/track/follow up PO/LSA/CAF/CEF using Yardi Voyager Property Management System);
•Policies implementation;
•Staff work coordination and supervision;
•Procurement and purchasing (office stationery, PPE, groceries, etc);
•LCT (coordinating general access permits procedure);
•Engineering (DLP tracking, FA isolation permits tracking) etc.
As Admin Assistant at the Infrastructure Department reporting to the Department Director. Main duties:
•Assisting to Project, Hospitality, Leasing and Infrastructure teams in ADFC (Sowwah Square) project in all administrative needs including set up meetings, filing, formatting documents, typing, general HR, etc;
•Maintain and produce departmental weekly/monthly activity reports for the client;
•Schedule and organize meetings and site visits for the departments and clients;
•Oversee coordination of client events;
•Preparation of power point presentations;
•Maintain and update market databases & stacking diagrams for Leasing team;
•Participation in QMS development for Infrastructure team; etc.
Working as Freelancer. Reporting to the Business Development Director. Main duties:
•Handling clients data bases (creating, verifying, updating);
•Company presentation (oral and written) to the clients;
•Arranging meetings, etc.
Working in the Abu Dhabi Mall Management Office. Reporting to the Financial Controller. Main duties:
•Responsible for secretarial duties of the office and attend to all departmental correspondence of the Financial Controller;
•General HR - maintenance/update of staff files;
•Verification of staff attendance register and updating payroll system;
•Processing staff leave, passage and indemnity;
•Preparation of Payroll, distribution of the salary and all related works;
•Obtaining quotations from travel agencies/arranging leave tickets for the staff;
•Custodian of the Petty Cash and its disbursement, reimbursement and codification of the expenses and posting in the computer;
•Maintenance of the Accounts issues, redemptions of the Gift Vouchers and all related works;
•Preparation of Payment Vouchers and cheques, safe custody;
•Preparation and maintenance of Accounts Payable Ledger;
•Reconciliation of Accounts Payable Statements;
•Liaising with the suppliers regarding payments;
•Receipt of Accounts Payable invoices, its registration, codification and posting in the computer;
•Safekeeping of Post-dated Cheques and depositing on maturity, etc.
Administration of Business Center Class A. Reporting to the Sr Sales Manager. Main duties:
•Monitoring & upgrading Security proxy card system (APACS) within Business Center environment;
•Cooperation with Telecommunication & IT company;
•Organizing telecommunication & IT systems within rentable office space;
•Organizing and presentation of office space to all clientele;
•Supervision of Secretaries, Storage & Domestic Cleaning personnel (15 pax);
•Cooperation with Facilities Manager & Security Personnel regarding operational requirements;
•Handling and controlling the agreements on conferences/virtual office services/rent of meeting rooms/video-conferences, etc;
•Setting up and organizing of video-conferences; etc.
Working in the Russian-Canadian JV - 4-star hotel. Reporting to the Sales & Marketing Director. Main duties:
•Handling all corporate and tourism groups including rates negotiations, payment, transportations, meal plans, and excursions program etc.;
•Coordination of group details with other departments: Reservations, Catering, Front Office, Restaurants, Concierge Service;
•Preparation of weekly group report and monthly group matrix;
•Review of lost and past business for new opportunities;
•Planning and conducting of familiarization trips for Travel Agents; etc.