Office Manager.
BioMerieux Moyen Orient FZ
مجموع سنوات الخبرة :14 years, 2 أشهر
From March 2016 up to Date.
BioMerieux Moyen Orient FZ
Office Manager.
Job Responsibilities
Ensure smooth and efficient administrative support to Dubai office
-Process monthly employees expenses on time
-Process suppliers invoices and monthly salary for Dubai employees by working closely with
the General Manager, financial support manager (account and paying rolls company) on timely
-Organized hotels and travel arrangements for sales, customers or visitors when required (taxis,
air travel, train travel, including obtaining necessary authorization)
-Maintain inventory of office supplies, equipment & services within prescribed procedures &
contractual agreements with our suppliers
-Managed/monitored literature/brochure and distribute to customers and distributors
-Process employees residence visa, renew office trading license making sure Dubai office is complying with UAE and DHCC policy
-Coordinate exhibitions such ( Arab health / Arab Lab) and other workshops or symposiums activities
-Arrange distributors training's and meetings
-Coordinate IT tasks between service provider and office requirements
-Coordinate HR tasks by working closely with GM and HR manager to cover ME recruitment,
-Manage CoRHus (HR system ), Head Count file update
-tracking employees holiday
-organizing employees salary and pay slip,
- Arrange medical insurance
-Create and establish employees hand book and new employees on board orientation
-Involved with Gallup actions plan HR Programs
- Organize Events and arrange logistics
- Organize HR activities and Team building programs
- Manage office license renewing with Dubai Health Care City.
- Manage all the governmental requirement in terms of work contracts. employee residency. Ensure that company is fulfill under the Dubai government requirements.
- Coordinate with head office in France to insure that Dubai office is following the company rules and standards.
- Coordinate with Accountants for company finical audits.
- Coordinate with head office in France for Internal Audit of the company to ensure that we are following standard operating procedure of the company.
Job Responsibilities
Receptionist:
1. Attend all incoming and outgoing calls. Ensure that all incoming & outgoing calls & messages are attended, forwarded & conveyed to the concerned person.
2. Receive and welcome guests at the reception, and inform the concerned person.
3. Attend all incoming and outgoing courier packages. Ensure that airway bill copy is filed in the both outgoing in case package is sent out of VME, also in Incoming file in case we receive courier’s packages.
Administration:
1. Arrange & follow-up flight booking request of all employees with the approved travel agency. Ensure that all approved request are issued with LPO. For control purpose, all air tickets should be forwarded to HR except for ticket intended for GM’s business travel, which can be forwarded directly to the GM.
2. Arrange, follow-up or cancel hotel reservation as requested by guest or instruction from the manager. If room charges has to be paid by Valmont request approval from Finance manager on PO. Cancellation of reservation has to be done 24 hours before the date of reservation to avoid one-day surcharges by the hotel.
Make an effort to build and maintain business relationship with corporate hotel contacts and reservation managers. Maintain a list of hotel contacts / business cards and hotel rates comparison. Maintain a file of all hotel reservations/communications.
3. Assist the GM & other personal if they request help, as scan documents, send faxes, letters to prepare for GM….
4. Arrange Training for Valley Workshop Groups, and other Groups with follow up of their hotels bookings and all arrangements
Safety Coordinator:
1. teps how to post the VO; Monthly, Quarterly and Yearly
Conduct safety orientation with new employee. Prepare & review training materials to ensure that it is in accordance with the standard guidelines set by corporate office.
