Office Manager to the Group CEO
Al Gihaz Holding
Total years of experience :24 years, 10 Months
• Proactively support the Group CEO by overseeing the development and proper operation of all relevant policies and procedures and managing integration with other Executive Assistants to ensure a smooth functioning CEO Office support team.
• Overseeing client visits including securing facilities to host meetings, arranging catering, and other related tasks.
• Create a welcoming environment for VIPs, corporate visitors, clients, contractors, vendors, and internal executives.
• Organizes daily work and orientation related to the Group CEO’s office to achieve the best use of the available resources and the time of the Group CEO.
• Making travel arrangements, including booking flights, hotels, transportation, and creating itineraries. Assisting with travel-related tasks, such as visa applications and exit/re-entry renewals including his family.
• Reviewing correspondences and transactions delivered to the Group CEO’s office, writing the required explanations on them, submitting them, or referring them to the related departments' managers and/or division directors, and following up on what actions have been made.
• Providing general administrative support, such as managing files and records, preparing presentations, handling expenses, and maintaining office supplies.
• Handling incoming and outgoing communications on behalf of the employer, including phone calls, emails, and other forms of correspondence. Drafting and preparing documents, letters, and reports as needed.
• Supporting members of the senior team with client-specific support tasks when required.
• Maintaining a high level of confidentiality and handling sensitive information with the utmost discretion.
• Handling personal errands or tasks as assigned by the employer.
• Handles the overall office administration management and coordinates various office services and activities.
• Manages the executive diary for the assigned department and liaises with all assistant administrators to coordinate visits and meetings.
• Organizes meetings, and meeting rooms, issues agendas, and initiates follow-up actions as required.
• Makes travel arrangements as required, including hotel and ticket reservations.
• Generates documents (letters, meeting minutes, reports, etc.) as directed, in addition to handling and maintaining all confidential information.
• Responsible for preparing all memos, correspondence, and letters independently.
• Prepare and remind the Managing Director of day-to-day activities and appointments.
• Prepare quotation requests and material purchase requisitions for office and production materials and supplies.
• Receive and distribute all incoming letters, faxes, and airmails to the respective personnel.
• Prepare all logistics documentation including the Airway Bill and Invoices.
• Prepare and sort out all invoices for gasoline, courier, and travel agency.
• Responsible for all employees’ flight bookings and hotel reservations including the Managing Director’s family.
• Responsible for keeping all confidential and/or special files of the Managing Director including his banking transactions, medical history, and children’s school peripherals.
• Controlling of incoming/outgoing variety of documents such as correspondences, reports, memorandums, invoices, and drawings (soft/hard copy).
• Collecting follow up filled timesheets for manpower and equipment; Reminding Site Engineers and Project Managers to use and submit ISO forms and follow ISO procedures.
• Drafts memorandum: Preparing purchases requisitions and documents for material submittals, gate passes and outgoing correspondence.
• Provides full clerical and administration services including answering telephones/ follow up supplier payment to Accounts Department and renewal of visa to Administration Department.
• Assist in preparation of tender documents.
• Preparing Weekly Progress Report to GM, Invoice report to Accounts, Manpower reports to Admin and other reports requested by my Superior. Coordinate with Site Engineers, Project Managers and Foreman for incoming & outgoing project related concerns.
Analyzes the data provided by the clients and compares it to their database and meets their required quality and productivity following instructions as per project assignments.
Led the Quality Auditor Group and ensured the quality of all encoded data, including the instructions as per project assignments meeting its allowable turn-around time.
Handles inquiries from the Contract Management Office (CMO) and Liaison Office (LO) through phone and Lotus Notes (e-mail). Entry/Update IAN (Import Advice Note) documents, checking and coding (LC’s and Non-LC’s) received from Central Bank and Commercial Banks in accordance with quality assurance procedures and set performance standards.
Responsible for the encoding of data as per project assignments with 100% quality and obtaining the required quota. Includes multi-tasking such as verifying, editing, and the final task, proofreading.