Office Manager
The Arab Insurance Institute
Total years of experience :19 years, 11 Months
Implementing and maintaining procedures/office administrative systems
* Monitoring the List of Applications (Renewals)
* Dealing with correspondence, complaints and queries
* Resolve standard customers’ requests and route issues that require follow-up
* Dealing with letters, presentations, reports and forms
* Attendance Policy
* Arrange Travels
* All Financial services & accounting functions (Expenses, Petty Cash, Invoicing, PO’s…etc.)
* Complies & arrange budget related reports
* Handling the social security and Tax. Dept issues.
* Office Logistics
* Translation
* Registration
* Coordinate with Business Marketing, Developing & Planning
* Complete projects & special assignments by establishing objectives, determining priorities,
managing time gaining cooperation of others.
* Building and updating the database
* Website - Content and Upgrading Management
* Assisting with the production of artwork, sourcing images, print buying &checking copy.
* Producing additional marketing communications such as flyers, broachers, booklets, etc.
* Maintain promotional materials and inventories.
* Event Management
* Dealing with the recruitments
Stock management & Sales administration:
* Inventory management:
- Ensure availability of all products for private market sales (avoiding any out of stock situation)
- Control stock levels (within agreed on levels).
- Take corrective actions for stock issues.
- (Monthly: Forecast sheets, Monthly settlements, Sales reports/ Weekly: Urgent product weekly
reports, Un- registered weekly reports, QC lab weekly tracker/ Irregular: Regulatory issues,
Public market issues, Un-expected sales trends).
* Forecasting:
As per lead time per each supplier to prepare the forecast sheets in due time depending on needed
Qty’s and cash flow.
* Placing orders and tracking of placed orders.
* Importation and local industry statistics.
* Reports & sales analysis:
- Frequent monitoring for the sales trend.
- Monthly analysis for the sales of the main movers per supplier.
- Prepare any requested analysis by the management.
- Comprehensive sales analysis (Sales, Growth, Stock, Expiry, FEFO-FIFO, shelf-life, YTD-
Quarterly-Monthly-Weekly-Daily analysis).
* Prepare bonus scheme, handling samples issues.
* Prepare customers agreements & offers.
* Handling new items, pricing issues.
* Handling new customers, visiting issues.
* Monitor exchange rates of EUR & GBP and update payments.
Sales Field administration:
- Monthly release to market training for the team.
- Planning routing program.
- Release orders that need special approval.
- Follow up with all field sales dept. customers notes and complains received and respond
accordingly.
- Purchase orders books updating and ordering.
- data analysis and reports: targets, growth, area analysis, visits, time, feedback notes, returns,
collections (checking, monitoring, communicate summary, Request action plan, Follow
implementing, Alert if not applying, Re analyze).
- Annual evaluation for salespersons.
Support, Maintain and Develop relations with customers. Responsible for day - to - day
operational support, query resolution, work on satisfying customer need.
* Deal with complaints in a professional and timely manner.
* Maintain awareness of applicable securities laws, regulations and internal policies and
procedures.
* Maintain working knowledge of applicable securities laws, regulations and internal policies and
procedures.
* Coordinate between clients and SDC (securities depository center) regarding any requirement.
* Handling CML (Client Mailing List), MIS (Management Information System).
HR Department:
* Handling employee’s vacations & leaves - preparing daily/weekly reports.
Handling stationary issues.
* Petty cash managing.
* Preparing purchase requests and does the logistic required. Searching, comparing and getting
offers for any purchase.
* Research Department: coordinating in any project - annual reports.
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