Unit Head – Office Services UAE
Kharafi National
مجموع سنوات الخبرة :19 years, 8 أشهر
Managing office support operations by co-ordinating and delivering services through the development, improvement, implementation and management of new and existing processes to achieve customer satisfaction. Office Services is the focal point of contact for all the end users of the corporate offices and other organisation facilities (excluding project sites and accommodation facilities) based in the UAE.
• Efficient management of office facilities in order for the smooth and efficient operation of the corporate offices.
• Co-ordinating the design and allocation of office space, including car parking in conjunction with management and architect input.
• Review and approve the selection and purchase of all office furniture and office equipment and coordinate delivery and installation.
• Negotiation of rents with landlords of commercial properties for the offices; liaising between contracts, finance, administration departments for the contracts to be approved and payments to be made.
• Arranging signage for the various corporate office locations; liaising with the Branding Department; and dealing with the various suppliers etc.
• Overseeing Service Level Agreements (SLA) between the various suppliers for Office Services and Facilities Management.
• Working with the Facilities Management Team to ensure all facilities meet set standards.
• Liaising with HSE and FM for the HSE procedures implemented at the Corporate Offices in UAE.
• Following up on the renewal of documents & contracts for fire fighting, municipality, etc.
• Monthly and Annual Inspection and maintenance of Organization’s buildings, office facilities, premises and office equipment.
• Looking after VIPs and VVIPs: transport co-ordination (cars & chauffeurs), hotel arrangements (bookings & special arrangements), and maintaining visitor itineraries.
• Overseeing the day to day running of the reception and visitor services, mailrooms, and kitchens in the corporate offices.
• Providing UAE based support to the Managing Director’s and Chairman’s Office (the Head Office is based in Kuwait).
• Providing support to the Area Services Manager (based in Dubai) as and when required.
• Events / Functions / Training Sessions: co-ordination and management.
Achievements
• Changed the meeting room booking procedure from paper to online booking through the outlook calendar.
• Introduced a system for booking visiting management offices and visiting offices in the corporate offices in UAE, so staff visiting would be provided with a temporary office for the duration of their visit.
• Transitioned the Office Services Request System from a paper-based form to an online request via SharePoint.
• Successfully moved offices (furniture, ITAV, etc) from 2 floors of the corporate offices and reallocated them in various Kharafi office buildings in UAE, and sent re-assigned items to Kuwait.
• Assigned as Project Manager and successfully moved the leased head office to a Kharafi owned location, on time and on budget, including set-up of the municipal connections and liaison with authorities for permits and licenses.
• Overall responsibility for smooth and efficient operation of all campus systems and facilities, including classroom and office space, IT/AV facilities and student and faculty resources.
• Contract preparation and on-site implementation of externally supplied resources, e.g. setting up a campus bookstore and book-ordering system.
• All aspects of event coordination, including annual Commencement ceremonies, VIP dinners, strategic planning retreats, exhibitions and on-campus events.
• Invoicing and receipts (excluding tuition): I was involved in the preparation of the annual budget and was responsible for purchase orders, catering, transportation, accommodation, exhibitions, etc.
• Accreditation documentation: preparation, editing and proofing.
Achievements
• Set-up campus bookstore and systematic book ordering system.
• Successfully organised the annual Commencement ceremonies (Graduation), VIP dinners, strategic planning retreats, exhibitions and on and off campus events.
• Successful relocation of faculty and staff to new purpose built blocks on the campus.
• Set-up faculty accommodation (furnished the apartments, dealt with leasing, etc) to be used by visiting faculty.
• Executive Assistant to the Principal Academic Officer/ Director of Operations.
• Preparation of accreditation documentation for CERT University (this project was cancelled when the Ministry of Higher Education began to accredit branch campuses).
• Ensuring the provision of all facilities and resources for NYIT-UAE and assisting in the setup of the CERT University Library.
Achievements
• Successfully set-up and equipped the CERT University Library.
• Business development/portfolio expansion
• Account management
• CV searches and candidate short listing
• Client-candidate liaison
• All aspects of the recruitment cycle from sourcing CVs to reference checking
• Coordination with the Dubai office for the timely and accurate placing of corporate advertisements in accordance with company policy
• Arranging and coordinating candidate interviews
• Arranging interviews with consultants and clients and providing support regarding interview techniques.
• Office administration and operation, including invoicing and payment collection, correspondence, arranging IT and general resource maintenance.