OFFICE MANAGER
SES
Total years of experience :18 years, 4 Months
Provide efficient office support to management team through management of all of the administrative activities of the UAE office and act as a focal point of contact
Coordinate with TECOM authorities for Visa’s, renewals and other Govt related stuffs pertaining to the office
Provide secretarial support to the GM in all daily requirements that include filtering phone calls, prioritizing emails, diary management, scheduling appointments or meetings, travel arrangements, other general correspondence etc
Assist the GM in budget planning activities related to UAE office and monitor monthly expenditures to ensure efficient use of budget allocations and assets, employment of cost-saving and environmental/energy friendly methods and products
Document management to ensure that all department documents are archived accurately for ease of access and retrieval for reference
Acted as a first point of contact for VIP visits and provide assistance through coordination with travel arrangements (such as travel bookings, hired driver, entertainment, etc)
Coordinate with HO for all HR related matters for the staffs in UAE.
Dealing with the building management for the maintenance of the office.
Promoted as Br. Office Manager basis the last tenure with Mather Projects on the Call back, culminating in current responsibility for coordinating all office functions and the leadership shown.
Office management in day-to-day operations in all administrative functions (HR, Finance & Legal, MOL issues) by solving problems independently and ensuring a smooth course of business
Organizing, processing and controlling of all incoming information
Represent, lead and manage office in absence of the Managing Partners
Prepare recommendations for a quarterly budget prior to each Quarter and compare budget to actual performance.
Managing special projects (that can not be assigned to a functional area)
Safety, Health, Environment & Quality (SHEQ) Management
Responsible for handling Human Resource issues and employee problem resolutions.
Hospitality arrangements for senior management traveling (Flights, visa & Hotel / Car arrangements).
Branding of the Company in the region with marketing campaigns in Radio, Road shows and exhibitions
Job Purpose: Primary contact for the organization. Managing the day-to-day Operations including but not limited to overseeing administrative staff, equipment function and maintenance, office supplies, contract negotiation, personnel issues, bookkeeping, benefit administration, scheduling meetings, preparing presentation documents, training, technical support to staff, troubleshooting various issues, researching, conflict resolution, etc.
Focus on the day to day operational issues to run the UAE office smoothly and efficiently.
Responsible for the maintenance, security & general upkeep of the UAE office
Payroll Preparation Plus maintaining petty cash and office budget
Handle all the legal papers in the office relating to visas, trade licenses and official documents for all staff including medical insurance
Occasional client hospitality arrangements (travel, visa & lodging arrangements).
Meet and greet the delegates visiting the company.
Diary Management and Filings
Event organization, including monthly office meetings, client events and company mixers, lunches and parties.
Developing office procedures and policies and incorporating the same in company handbook
Job Purpose: Responsible for ensuring the organization and delivery of acoordinated and responsive secretarial and administrative service in a manner consistent with Trust and local policies, procedures and protocols
Priorities: Relieve management of administrative detail, all
Projects. Coordinate work flow. Update and chase delegated tasks to ensure progress to deadlines. Take initiative in manager’s absence. Keep projects on schedule. Maintain procedures manual to ensure consistent performance of routines
Communication: Compose correspondence/reports for own or
manager’s signature. Check deadlines on incoming requests and put preliminary work in play. Research, draft or abstract reports
Appointments/Meetings: Maintain calendar; ascertain which
events require Directors/CEO’s presence. Fix commitments to maximize Directors/CEO’s time efficiency; Allow decision/desk time
When Board chairs meetings:-Prepare agenda in advance / Arrange meeting facilities / Act as recording secretary; prepare action minutes
Confidentiality: Assure discreet handling of all business
Travel: Arrange travel through internal or outside agents. Prepare
itinerary, trip file and supplies. Visa processings& Labour arrangements for senior staffs. Complete expense reports after trip
Routines Update secretarial/clerical desk & HR manual. Set up
"exception reporting" system to handle routines without supervision. Routinely re-order department supplies. Update mail/phone directories. Managing Company Drivers and PRO. Handling Petty Cash desk.
Projects: Handle administrative detail, all projects. Seek greater
role in projects within administrative and other areas of competence
Seek training on projects outside my range
Supervision: As required, recruit, hire, train and supervise part
time or full-time, paid, or unpaid/volunteer secretarial or staffs. robust planning, management, monitoring and the effective deployment of the staff resource.
Handling front office.
Welcoming Guests, arranging Hotel reservations & making travel arrangements
Applying Employment and visit visa’s for the employees of the company & guests
Liaisoning with JAFZA authorities for the SHEQ policies & employee welfare
General day to day Office Administration.
Filing of Docs and maintaining separate files for each employee of the company.
Liaisoning with Accounts department of the Co. & assisting on payment receivables. Raising necessary LPO’s on procurements.
Co-ordination with the sales team for the invoices to be raised to the customers.
Co-ordination with the Logistics & warehouse depts. on shipments to be executed
Making necessary supporting docs for the shipments during dispatch
Preparing Gate passes, Transfer of Ownership, Certificate of Origin, Invoice, D.O
Liaisoning with Freight Forwarders for import and Export shipment to clear the formalities
Creating MIS reports everyday & reporting the same to the seniors every weekend.
Handling the Bank products like mutual funds, insurance, gold loans and Bonds.
Opening & closing work orders proposed by the management
Maintaining customer database and updating it on regular basis.
Experienced in the telephone based customer support and Office Administration
Coordinating work with solution managers and other officials in Bank.
Giving feedback to clients and solving their issues at a specified turn around time (TAT)
Generating referrals to increase banks client database.
Marketing other banking products to the existing & potential customers
Coordinating with sales team and converting sales leads to customers.
Building and maintaining positive relationship with assigned clients and prospects
Sound judgment with the ability to solve problems.
Oral and written communication skills in order to fully respond to customer enquiries and the ability to establish trust, reliability and expertise over the phone and in written communication.
Effectively handled challenging customers in a professional manner & committed to customer satisfaction & Customer Retention.