Admin Officer
Gulf Bridge International
مجموع سنوات الخبرة :16 years, 4 أشهر
Responsible for the implementation of GBI’s new compliance system to all of its existing vendors and customers;
Collect data, utilize online sources and web-based systems to perform due diligence;
Analyze data gathered, assess and prepare a report on the vendor’s compliance on the basis of the companies established sanctions and compliance provisions;
Identify possible weaknesses in completing the process and recommend effective solutions;
Issues addendums template for sanctions and compliance provisions to all vendors and customers following the completion of the due diligence process;
Identify possible weaknesses in completing the process and recommend effective solutions;
Prepare user-friendly reports and spreadsheets for the Compliance Manager’s approval and quick reference;
Implement an easy to navigate filing system for all compliance documents;
Liaise and coordinate with the Commercial Department to ensure compliance;
Provide administrative support to the legal department by filling-out forms, sharing, and filing legal documents.
Develop and implement safety procedures and practices for the school to ensure that safety risks are put to a minimum if not eliminated such as arranging the installation of safety guards at the school’s facilities, organizing emergency drills, and implementing the supervision duty schedule of teachers.
Oversee the logistics operation of the school by performing necessary coordination for new enrollees to the school bus, take action to address complaints concerning the bus supervisor or the bus driver, arrange transportation for field trips and school-related travels.
Supervise and assess the work of non-academic staff which includes 5 bus supervisors, 6 cleaners, 1 tea girl, 1 watchman, 2 security guards and 2 floor monitors.
Organize and coordinate venue preparation for school events, meetings, and workshops.
Manage the resources of the school by maintaining an inventory of supplies and equipment, and arranging maintenance and repairs of small and large equipment which includes but not limited to Air Conditioners, intercom units, computers, smartboards, copiers, fire equipment
Arrange building repairs to address electrical, plumbing, mechanical and other building-related issues. Ensure that the sanitary practices of the school adhere to the requirements of the Ministry of Education.
Manage the tender process for the procurement of books, uniform and equipment. Ensure the availability of operational materials such as office supplies and cleaning products by purchase and implementing an inventory control system.
Ensure the availability of adequate premises for the sub-delegation. Establish a good professional relationship with lessors, negotiate and prepare lease agreements.
Ensure the application of proper passive security in the premises in accordance with company security rules. Establish contact with service providers and liaise maintenance works, perform asset management by organizing repairs, space planning and modification works to ensure premises are in good living/working condition.
Ensure the provision of relevant standard equipment in the premises by facilitating requests and purchasing them if necessary. Establish and maintain an inventory of company properties provided at each premise. Facilitate the disposal by sale, raffle or donation of scrap and obsolete equipment.
Responsible for the shortlisting, exam preparation, selection and work assignment of housekeepers and maintenance staff. Explore useful training for the Domestic Staff (office and residence cleaner) to improve capacity and upgrade performance
Establish the annual budget of the department and create a control system to monitor material variances on cost. Monitor utility bills, analyze material variations, investigate and send necessary reminders to users to protect company resources.
Duties as Welcome Officer
Scout for the most suitable travel agencies and hotels. Perform ocular visits to hotels and make a recommendation on the basis of safety, hygiene, comfort, convenience, price and positive customer service feedback.
Make hotel and plane ticket reservations for colleagues on a scheduled mission, coordinate with the logistics department to ensure transportation and disseminate information of the arrangements done.
Coordinate the conduct of workshops, large group meetings, and training by arranging the venue, food, transportation and hotel accommodation of participants, venue contract and billing.
Transact with government agencies and private offices on the processing of documents relative to staff claims, and benefits.
Check, review and validate travel claims, petty cash replenishment and operation expenses. Ensure completeness and accuracy of supporting documents prior to preparation of relevant vouchers, and payments in accordance with guidelines and requirements
Prepare vouchers, write cheques and record financial transactions. Prepare payroll, monthly remittances, and recurring payments.
Assist in the preparation of financial reports and analysis for management. Has over-all responsibility in the audit of petty cash funds at sub-offices.
Consistent Dean's Lister