HR OFFICE ADMINISTRATOR / PA to CEO
Al Ghurair & Solaris Middle East Bus Trading LLC
مجموع سنوات الخبرة :10 years, 6 أشهر
Reporting directly to CEO and provides administrative and personal assistance
Managing daily office activities and work distribution
Acting as receptionist, welcoming guests, answering phone calls and company enquiries
Organize CEO’s business travel matters (hotel, ticket & visa if needed)
Handling the company’s petty cash; ensuring the accuracy of entry in sequence in excel file and hard copies (receipts and invoices), send report to accounts and request for replenishment
Monitor and arrange company stationery supplies
Facilitate the recruitment process; coordinating with recruitment agencies, applicants and AGS Management
Prepare offer letter of the shortlisted candidates and administering on-boarding processes
Closely coordinate with PRO regarding employment visa processing (new, renewal & cancellation) and other legal documents
Make plans, request and liquidate PRO fund
Prepare employee’s financial settlement like annual leave and final pay (Resigned, Terminated or EOC)
Assist in payroll preparation by providing relevant data like absences, leaves and other adjustments
Arrange and update (if needed) the evaluation form every six months. Create evaluation summary and list of employees qualified for salary increment to be forwarded to CEO for approval
Monitor and process the renewal of insurances (Workmen Compensation, Public Liability, Medical) and AGS Car Fleet (Insurance and Car Registration)
Facilitate the application and issuance of employees bank account, medical insurance and RTA Vendor ID
Calculate overtime based on approved overtime hours
Maintain & update HR database, employee records (soft & hard copies)
Properly monitoring and recording employees annual leave, sick leave and ticket allowances etc…
Ensure proper filing of all company documents and records, electronic files and hardcopies
In-charge in monitoring and payment of company utility bills; office and staff accommodation
Overall in-charge of the Reception Area that provides excellent customer service
Handles switchboard (PABX lines) operation; screens and directs call to all concerned parties
Handle customer enquiries
Responsible in handling and disbursing petty cash fund
Prepare computer-generated statement of accounts on daily basis
Prepare invoices/ Quotations to the customer
Managing the showroom in the absence of Salesperson
Coordinate with couriers and track shipments
Maintain and update staff personal profile and records
Maintain data on all company purchases and other operational expenses
Prepare and coordinate LPO’s for the suppliers with regards to the ordered goods status and availability
Takes full responsibility over proper filing and safekeeping of all company documents and records
Coordinate to PRO for company’s legal documents (employment visa to new employees, Trade License renewal and other papers…)
In-charge of company utility bills and office supplies
Transmit information or documents to customers / suppliers using computer, email, courier or fax machine
Assist the chief accountant in generation of statement of account, sending and calling the customer to settle their outstanding balance
Facilitate the preparation and distribution of cash salary
Prepare Statement of accounts and follow-up the payments to the customer
Arrange travel matters for employee and company executive
Reports directly and provides administrative assistance to the General Manager
Act as Workshop Coordinator for 4 months while in-charge is on leave:
Duties & Responsibilities include:
Facilitates distribution of workload to all personnel in the workshop
Ensures that boats for repair are delivered on the committed timeline
Motivate and support workers in the workshop to provide excellent performance
Coordinate job orders with mechanics/technicians and provides customer’s updates on the progress of work
Ensures that job orders and customers specifications are met and that items are in good running condition before delivery is undertaken.
Bachelor of Science in Business Administration (BSBA) is a 4 year course that requires students complete coursework in both management and the liberal arts. I took up Marketing as my major and minor in Management. In our curriculum practical office practice is included and additional seminars in career development.