Administration Manager
Emirates Technical Associates
Total years of experience :37 years, 2 Months
• Salaries administration, review and recommendation
• Coordinating with legal advisors concerning law cases
• Facility management for office including rent contract, security, access cards, office furniture, bills etc
• Health Insurance and workman Compensation programs and managing claims
• Ensure HR activity meets and integrates with organizational requirements for quality, H&S, legal and ethical stipulations
• Overseeing labour accommodation
• Overseeing of recruitment and on boarding process
• Ensuring employee records are complete and regularly updated
• Suggest and facilitate training and development programmes
• Travel plans management (hotel/transport/visas/expenses)
• Enhance awareness of the HR and Quality Management System among employees
• Responsibilities of the Quality Management representative as required
• Ensure efficient and effective daily running of all office administration and operations functions
• Serve as a focal point for Management and associate offices
• Liaised with - Service Providers for repairs & maintenance of equipment - Govt. Officials for Immigration, Labour, Chamber of Commerce, Customs, Consulates & Embassies and other Government agencies required for the project.
• Manage and maintain executive schedules and travel plans
• Handle communication on behalf of the Management as required.
• Prepare for meetings and conference
• Complete support on day-to-day basis on executive and operational tasks.
• Act as a focal point for overall functioning of the organization and other administrative systems, liaising with the appropriate staff to arrange required tasks
• Handle company trade license renewal process, Chamber of commerce, Dubai Trade (Import Export Registration process), and other relevant company operational processes
• Managing vendor selection process and thereafter ensure implementation of the agreed service level agreements
• Handling procurement and negotiate optimum advantages with suppliers & vendors, obtain quotes, prepare tenders; compile purchase documents and assist with imports and customs clearance processes.
• Ensure efficient and effective daily running of all office administration and operations functions
• Collect and administer from Various Operating Division / Project head - Main contract and Sub Contract, Bank Guarantee, Performance Bond, Legal / Arbitration documents.
• Collect administer Interim Payment application, Interim Payment Certificates, Variation Claims, Extension of Time claims, Back charges
• Follow up with division / projects for IPA / IPC submission
• Maintain project Status report
• Maintain Legal status on daily basis
• Prepare and develop various template for Commercial and Contract standardization
• Collect documents for Contracts Library
• Prepare / assimilate documents for Legal claims
• Collecting and Organising of Contracts & Commercial documents
• Compiling and organizing a Contracts & Commercial Library
• Collecting of Project information for the production of Interim Management Report (Dashboards)
Generate Reports
• Payment Status log (IPA /IPC/ Paid)
• Variations log
• Prepare updating / Maintain QS staff and Task log QTR, DXB
• Prepare and updating / Maintain C& C department Mangers Calendar
• Contracts and commercial leave plan
• Prepare Key Performance Index report
• Efficient in providing strategic direction and monitoring overall administrative operations of the organization
• Accountable for implementing document control procedures in the project and train personnel in use of automation system
• Proficiency in collaborating with marketing & purchase department to adhere the outcome of Planning and Control
• Deft in interacting with project departments, providing development of department procedures & desk instructions
• Handling the administration staff including facilities, office attendants, drivers, messengers, reception and any other administration department staff
• Proficient in developing & streamlining systems with proven ability to enhance operational/ administrative effectiveness and meet operational goals within the cost, time & quality parameters
• Maintaining close coordination with private agencies like suppliers & firms for purchase of spares/ stores; and internally with various departments for finalising deliveries as per service levels. Adhering to all guidelines with regard to liaison with external agencies
• Supervised performance of all Suppliers / Agencies
• Liaised with:
o Auditor for finalization of accounts
o Service Providers for repairs & maintenance of equipment
o Govt. Officials for Immigration, Labour, Chamber of Commerce, Customs, Consulates & Embassies
• Provided assistance to Managing Director in maintaining & improving efficiency, internal systems, standards, reputation, performance, growth & profitability of company
• Carried out functions related to value analysis/engineering & other continuous improvements in processes
• Generated periodic activity reports and monitored stock levels & re-ordering internally
• Handled issues related to material, delivery & customer service
• Formulated & implemented business plan, budget, etc. through new initiatives across Trading, Supply Chain, Sourcing, Sales, Finance & HR Departments
• Accountable for renewing Trade Licence, Chamber of Commerce & EHS Certificate, Do All Jafza Work, Vehicle Maintenance & Renewal, etc.
• Responsible for obtaining competitive pricing, preparing outgoing quotations, etc.
• Controlling incoming customers’ purchase orders, placing of orders and invoicing & collection of receivables
• Conducted quality checks on new suppliers of products to improve company’s performance & profitability
• Looked after:
o Purchasing process to ensure availability of supplies
o Visa processing, domestic & International travel arrangements, overall administrative works, etc.
o Maintenance of personal properties of Director& Chairman including renting, contract preparation, deposit cheques, maintain accounts, issuance of cheques timely to developer, etc.
• Developed new agencies for related quality products and services
developing & streamlining systems with proven ability to enhance operational/ administrative effectiveness and meet operational goals within the cost, time & quality parameters
Maintaining close coordination with private agencies like suppliers & firms for purchase of spares/ stores; and internally with various departments for finalising deliveries as per service levels. Adhering to all guidelines with regard to liaison with external agencies
Supervised performance of all Suppliers / Agencies
Liaised with:
Auditor for finalization of accounts
Service Providers for repairs & maintenance of equipment
Govt. Officials for Immigration, Labour, Chamber of Commerce, Customs, Consulates & Embassies
Provided assistance to Managing Director in maintaining & improving efficiency, internal systems, standards, reputation, performance, growth & profitability of company
Carried out functions related to value analysis/engineering & other continuous improvements in processes
Generated periodic activity reports and monitored stock levels & re-ordering internally
Handled issues related to material, delivery & customer service
Formulated & implemented business plan, budget, etc. through new initiatives across Trading, Supply Chain, Sourcing, Sales, Finance & HR Departments
Accountable for renewing Trade Licence, Chamber of Commerce & EHS Certificate, Do All Jafza Work, Vehicle Maintenance & Renewal, etc.
Responsible for obtaining competitive pricing, preparing outgoing quotations, etc.
Controlling incoming customers’ purchase orders, placing of orders and invoicing & collection of receivables
Conducted quality checks on new suppliers of products to improve company’s performance & profitability
Looked after:
Purchasing process to ensure availability of supplies
Visa processing, domestic & International travel arrangements, overall administrative works, etc.
Maintenance of personal properties of Director& Chairman including renting, contract preparation, deposit cheques, maintain accounts, issuance of cheques timely to developer, etc.
Developed new agencies for related quality products and services
Coordinated with:
Maintenance Supervisor on a regular basis to discuss downtime trends & planned maintenance schedules
Managers of each department production, sales, procurement, technical, finance, maintenance, human resource, training and health & safety related activities
Sales Managers on weekly basis to review forthcoming sales volumes & raw material stock
General Manager for developing new processes, tool & techniques including customer visits
Conducted daily review of performance against KPIs like raw material rotation, usage, yields, productivity & waste
Designed business plan by determining key objectives in coordination with Production Head & Planners
Managed production process including planning & organizing jobs at all level
Accountable for importing raw materials, machine parts & other accessories
Identified potential customers by using vigorous marketing processes
Provided direction to Purchase, Human Resource, Administration, Stores & Quality Assurance Department
Highlight: Efficiently increased production by 2 fold in short span of 1.5
Played a key role in increasing production of 350 MT by 20% in 2005 & reducing the wastage from 15% to 8%
Successfully installed 2500 MM Fully Computerized Corrugators and 5 Colour Case Makers with Die Cut Unit
Successfully increased production from 600 to 1500 MT/month and made the organization 2nd largest corrugated manufacturing company in UAE
Significantly introduced:
User Friendly Integrated Computer Program in FoxPro
Reinforced Tape to enhance box strength in 1996
Highlight: Significantly developed Machinery Manufactured Polymer Plate Making Machine in 1990
Salaries administration, review and recommendation
Coordinating with legal advisors concerning law cases
Facility management for office including rent contract, security, access cards, office furniture, bills etc
Health Insurance and workman Compensation programs and managing claims
Ensure HR activity meets and integrates with organizational requirements for quality, H&S, legal and ethical stipulations
Overseeing labour accommodation
Overseeing of recruitment and on boarding process
Ensuring employee records are complete and regularly updated
Suggest and facilitate training and development programmes
Travel plans management (hotel/transport/visas/expenses)
Enhance awareness of the HR and Quality Management System among employees
Responsibilities of the Quality Management representative as required
Ensure efficient and effective daily running of all office administration and operations functions
Serve as a focal point for Management and associate offices
Liaised with - Service Providers for repairs & maintenance of equipment - Govt. Officials for Immigration, Labour, Chamber of Commerce, Customs, Consulates & Embassies and other Government agencies required for the project.
Manage and maintain executive schedules and travel plans
Handle communication on behalf of the Management as required.
Prepare for meetings and conference
Complete support on day-to-day basis on executive and operational tasks.
Act as a focal point for overall functioning of the organization and other administrative systems, liaising with the appropriate staff to arrange required tasks
Handle company trade license renewal process, Chamber of commerce, Dubai Trade (Import Export Registration process), and other relevant company operational processes
Managing vendor selection process and thereafter ensure implementation of the agreed service level agreements
Handling procurement and negotiate optimum advantages with suppliers & vendors, obtain quotes, prepare tenders; compile purchase documents and assist with imports and customs clearance processes.
Ensure efficient and effective daily running of all office administration and operations functions
Collect and administer from Various Operating Division / Project head - Main contract and Sub Contract, Bank Guarantee, Performance Bond, Legal / Arbitration documents.
Collect administer Interim Payment application, Interim Payment Certificates, Variation Claims, Extension of Time claims, Back charges
Follow up with division / projects for IPA / IPC submission
Maintain project Status report
Maintain Legal status on daily basis
Prepare and develop various template for Commercial and Contract standardization
Collect documents for Contracts Library
Prepare / assimilate documents for Legal claims
Collecting and Organising of Contracts & Commercial documents
Compiling and organizing a Contracts & Commercial Library
Collecting of Project information for the production of Interim Management Report (Dashboards)
Generate Reports
Payment Status log (IPA /IPC/ Paid)
Variations log
Prepare updating / Maintain QS staff and Task log QTR, DXB
Prepare and updating / Maintain C& C department Mangers Calendar
Contracts and commercial leave plan
Prepare Key Performance Index report
Efficient in providing strategic direction and monitoring overall administrative operations of the organization
Accountable for implementing document control procedures in the project and train personnel in use of automation system
Proficiency in collaborating with marketing & purchase department to adhere the outcome of Planning and Control
Deft in interacting with project departments, providing development of department procedures & desk instructions
Handling the administration staff including facilities, office attendants, drivers, messengers, reception and any other administration department staff
Handling documentation - incoming outgoing letter, mails, Shop drawings, distributing, filing, organizing accordingly
Preparing monthly progress report, dealing with general administration relating to site coordination
Handling contract administration and travel associated activities
Managing the processing and controls of all project documents on daily basis in an accurate and timely manner
Controlling all correspondence, coordinating with HR to establish and manage compressive training program to educate employees regarding staff tools, policies and procedures
Making and updating monthly program, coordinating with planning department for delivery schedules.
Organizing and maintaining hard and electronic documentation, reviewing inventory and monitoring the input into info works, maintain proper filing system
Maintaining the document registers, compile and issue reports, trouble shoot day to day activities
Corresponding, communicating both verbal and written to facilitate smooth admin functions
Monitoring office expenses for housekeeping and general services
Managing and building health and safety procedures
Executing policies and procedures for the office, working in line with the best practice standards already established
Monitoring and coordinating with all departments regarding IT problems and subsequently coordinate with software provider and IT Support Company for smooth functioning
Handling activities related to functions like data communication, human resources service, insurance, legal, office services, purchasing, etc.
Managing & checking documents like incoming out going letter, mails, shop drawings, etc.
Looking after activities related to office expenses for housekeeping & general services
Executing policies & procedures in line with established best practice standards
Heading administration staff including Facilitators, Office Attendants, Drivers, Messengers, Receptionist, etc.
Preparing project record files & distribution matrix and participating in continued rollout of the same, involved in the implementation of info works
Responsible for implementing document control procedures in project and imparting training to personnel on use of automation system and handling info works
in Operations Management
courses: Diploma in Flexography (Plate Making) from
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