Administration and Operations manager
Tasheel Information Technology
Total years of experience :15 years, 10 Months
Developed efficiency-enhancing workflow/process improvements that made it possible to accommodate Increasing responsibilities necessitated by staff reductions. Decreased office expenditures 45% by Implementing needed controls on stock/supplies and standardizing ordering procedures. Ensure that project cash flows (income, expenditure and fund transfers) are managed in a timely and accurate manner. Responsible for approving A/R covering 300+ accounts with over 30 M SAR revenue. Manage all financial processes ensuring confidentiality, accurate and timely record keeping and data management. Billing and assisted in developing an electronic billing processing system to track and ensure payment for IT services rend from clients companies in a timely manner. Acted as billings' liaison to effect changes in procedure and professional attitude to increase customer satisfaction and minimize errors effecting timely payment from clients. Assisted clients' Human resources manager in employee screening, hiring, training, and, performance evaluation. Identified personnel with aptitude for further training and responsibilities. Worked as Office Manager, as needed: managing up to 10 staff members and timesheet approvals. Managed the division of responsibilities of billing staff for employees. Responsible for handling outstanding billing cases to successful resolution. Establishing and maintaining positive customer relationships. Posting Accounts Receivable and Accounts Payables. Meeting with clients to set up payment arrangements and discuss the cases on a one on one basis. Follow up and manage all receivable balances. And order to cash processes. Monitor write-offs with the objective of minimizing these losses. Prepare monthly billing reports for Executive Director. Coordinate with Accounting on accounts receivable
Developed efficiency-enhancing workflow/process improvements that made it possible to accommodate Increasing responsibilities necessitated by staff reductions. Decreased office expenditures 45% by Implementing needed controls on stock/supplies and standardizing ordering procedures. Ensure that project cash flows (income, expenditure and fund transfers) are managed in a timely and accurate manner. Responsible for A/R covering 300+ accounts. Manage all financial processes ensuring confidentiality, accurate and timely record keeping and data management Process all income and costs, ensuring correct coding, authorization, and transaction management. Set up and manage Project cash flows. Work closely with external Project Managers and cost consultants to create comprehensive financial plans and track progress as the project advances. Maintain sufficient contract documentation and check that payments made are in line with contractual terms Manage the overheads associated with the Project Team including staff costs. Management of robust financial controls and accounting systems. Delivery of comprehensive financial plans, budgets and reports to required standard, format and timelines. Maintaining of effective relationship management with Project team, Finance team and all key stakeholders. Perform project analysis and proper reports for review. Understanding the commercial and billing requirements. Assuring that projects records, data, and documents are properly maintained. Contributing to development and implementation of new programs and specs. Assuring a defined timescale for all Projects through a clearly specified start and end date within which the deliverables must be produced to meet specified customers’ requirements. Establishing and maintaining positive customer relationships.
• Responding to issues such as service inquiries, problem resolution, and retaining accounts.
• Handling customer escalations and all customer relations issues.
• Writing reports and business correspondence.
• Relaying information in a concise and clear manner.
• Managing customer expectations.
• Building customer relationships and loyalty.
• Quickly researching and investigating issues that concern a customer.
• Managing customer service teams, processes, and polices.
• Assisting in Creating work schedules with sales and PMO.
• Conducting visual observations of how staffs speak to customers.
• Allocating staff resources.
• Preparing daily, weekly, and monthly reports for senior managers.
• Played a significant role in long-term strategic plans toward operational excellence - Developed long-range forecasts and maintained long-range financial plans, developed and implemented organizational strategies and policies.
• Interacted daily with the Directors - Managed budget in coordination with Board.
• Supervised and increased effectiveness and efficiency of operational systems and processes/policies to support organization’s mission; specifically, supported management reporting/information.
• Focal point for creating and monitoring cash flow - Developed and managed annual budgets and program budgets and organized fiscal documents.
• Controlling management accounts with attention to essential criteria for net profit, including sales, shrinkage, and write-off, cash control boosting around 80% and reducing expenditure by 75%.
• Responding to issues such as service inquiries, problem resolution, and retaining accounts.
• Handling customer escalations and all customer relations issues.
• Writing reports and business correspondence.
• Relaying information in a concise and clear manner.
• Managing customer expectations.
Prepare final invoice package containing draft and final invoices for all billable projects, including all applicable backup for approval by the Accounting Supervisor. Mail final invoices file consultant and client invoice copies in the billing folder. Assess and pursue opportunities for maximization of client billing; communicate with the accounting supervisor, as to your observations and actions taken. Research any unbilled issues to optimize the billing possibilities for the billing period. Maintain the billing folders for all projects, with all the appropriate documents, including expenses, consultant invoices, and monthly invoices in accordance with standard procedures. Provide the accounts payables team member with advice on client billing, relative to consultant invoicing and reimbursable expenses. It is expected that the Biller maintain a continuous line of communication to clear any open issues. Work with the cash receipts team member to reconcile variances that occur in the application of cash. Generate and distribute bi-monthly receivables reports and monthly profitability reports. Set up new projects, make transfers of employee billable hours and/or expenses, and open and close time classes in company system. Write off any uncollectible receivables, labor or expenses. Providing accounting services to the concerned, especially the status of budget and expenditure on quarterly basis or as and when required. Keeping project staff aware and informed of changes to accounting system/structure/ procedures through training/presentation. Managing for purchase of the supplies, materials, equipment and physical facilities. Visiting project sites as necessary to facilitate and oversee the field activities. Assist the process of financial and project annual audit
Producing documents, briefing papers, reports and presentations. Experience of managing a team of up to 10 staff members. Organizing and maintaining diaries and making appointments. Staff administration including holiday and sickness tracking. Assisting with the preparation of the monthly management accounts. Monitoring of staff timesheets time in lieu and holidays. Organizing meetings and ensuring senior managers are well prepared for them. Maintaining & developing the office filing systems both on paper and computer. To identify, plan and execute implementation of new business streams. Ensuring that any concerns or complaints are dealt with appropriately. Involved with recruitment; dealing with ad responses, sourcing potential Candidates and arranging interviews. Ensure that credit and collection policies, procedures, practices, and documentation Meet internal regulations. Assign, monitor and supervise the work load in the Collections Department and. Reviews collection reports to ascertain status of collections and balances outstanding Analyze / monitor client A/R account balances for past due
Business Administration